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HomeMy WebLinkAbout1996-03-18 City Council (17)City of Palo Alto City Manager’s Report 3 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: Public Works AGENDA DATE: March 18, 1996 CMR:179:96 SUBJECT:Amendment #2 to Consultant Agreement for Americans with Disabilities Act Improvements, Building Interiors, CIP 19309 REQUEST As part of the Americans with Disabilities Act (ADA) Compliance CIP 19309, the interior of City buildings need to be improved to conform to ADA standards. Council is requested to approve an amendment to an existing consultant agreement for the design of ADA improvements to the Cubberley Community and Cultural Centers and for performing a study to provide ADA access in the City Council Chambers. RECOMMENDATIONS Staff recommends that Council: Amend the consultant agreement with CSS Associates, Architects to include an additional $85,200 for schematic and design services for the ADA improvement to the Cubberley and Cultural Centers and a study of the City Council Chambers. Authorize the City Manager or her designee to negotiate and execute one or more change orders to the consultant agreement with CSS Associates, Architects, the total amount of change orders which shall not exceed $13,000. POLICY IMPLICATIONS Approval of this action does not represent any change to existing policies. Approval of this recommendation is consistent with the ADA Transition Plan adopted by Council in 1992, CMR: 144:92. EXECUTIVE SUMMARY As part of the Americans with Disabilities Act Compliance CIP, Council approved an agreement with CSS Associates Architects for $50,343 to design the Main Library improvements and to develop the scope of work for the remainder of ADA improvements to other City building interiors (CMR: 112:95). Staff indicated that it would return to Council for CMR:179:96 Page 1 of 3 approval of further amendments to the agreement for additional design services, upon completing the development of the scope of work. Amendment #2 to the CSS Associates agreement provides for the design of the next phase of building interior improvements including the Cubberley Community and Cultural Centers and for an ADA accessibility study of the City Council Chambers. Cubberley Communi .ty Center and Cultural Center Work at these facilities will include modifying restrooms, doors, sinks, water fountains; adding signage and handrails; and providing wheel chair platforms. Following are consultant tasks: Preparation of schematic design plans which will be presented to the client, City staff who manage the facility, and the Architectural Review Board for review and approval; Preparation of construction documents; and Attendance at meetings with clients, board/committees and staff. Council Chambers ¯ Preparation of a study investigating alternative solutions to providing public access to the Council Chambers seating area per ADA requirements. The fee schedule relating to the $85,200 cost of the Cubberley Community Center and Cultural Center schematic design and construction documents and the Council Chambers study is indicated in Exhibit A. Staff is recommending a 15 percent contingency authorization to cover the cost of related but unforeseen work which is typically discovered during remodeling in older buildings. This will occur in retrofitting the restrooms to make them ADA accessible. Staffwill return to Council next year for award of the construction contract and approval of the construction services for the Cubberley Community and Cultural Centers improvements in the 1996/97 Fiscal Year, if the CIP program budget is approved by Council. Staff will also return to Council with amendments to the consultant agreement, as funds become available in the CIP budget for design and construction administration services on future phases of ADA improvements. FISCAL IMPACT Funds for the design phase of the contract are included in ADA Improvements, Building Interiors, CIP 19309. Funding for the construction is in the proposed 1996/97 fiscal year CIP program budget. ENVIRONMENTAL ASSESSMENT The project is exempt from the California Environmental Quality Act (CEQA) under Section 15301 of the CEQA Guidelines. 1 CM:R:179:96 Page 2 of 3 ATTACHMENT Consultant Amendment #2 PREPARED BY: George Bagdon, Assistant Director of Public Works DEPARTMENT HEAD REVIEW: GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: Asgistant CitffdVIanager CMR:179:96 Page 3 of 3 AMENDMENT NO. TWO TO CONTRACT NO. C5074407 BETWEEN THE CITY OF PALO ALTO AND CSS ASSOCIATES, ARCHITECTS This Amendment No.Two to Contract No. C5074407 ("Contract") is entered into ., 1996, by and between the CITY OF PAL0 ALTO, a chartered city and a municipal corporation of the State of California ("CITY"), and CSS ASSOCIATES, ARCHITECTS, a California corporation, located at I0 Martin Lane, Woodside, CA 94062 (".CONSULTANT"). RECITALS: WHEREAS, the Contract was entered into between the parties for the provision of professional engineering and design services for ADA compliance, Main Library; and WHEREAS, the parties wish to amend the Contract; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION i. as follows: Section 4.1.i.i(c) is hereby amended to read "CONSULTANT shall prepare schematic design studies for the Main Library consisting of drawings and other documents illustrating the scale relationship of drawings and other documents illustrating the scale and relationship of project components and submit ten (I0) copies thereof for approval by the Project Manager. The drawings and other documents shal! be in a form acceptable to the State Architect. CONSULTANT shall utilize the scope of work developed in Section 4.1.1.1(b) to prepare schematic design studies and other documents illustrating the scale and relationship of project components for each site as detailed in the document title "ADA Compliance Program, Phase 2, Building Interiors, Architectural Design Scope/Fee Outline" dated October 18, 1995, which was prepared by CONSULTANT." SECTION 2. as follows: Section 4.1.i.2.(a) is hereby amended to read "CONSULTANT shall prepare from the approved Schematic Design Phase documents for the building interiors, for approval by CITY working drawings, specifications, and other contract forms setting forth in detail the requirements for the construction of the 960305 syn 0070909 1 entire project, including the necessary specifications and special conditions." technical follows: SECTION 3.Section 6.1 is hereby amended to read as "Payment shall be made by CITY only for services rendered and within thirty (30) days of submission in duplicate of monthly progress payment requests. Each invoice shall be itemized as to the type of payment described in this section. In consideration of the full performance of the Basic Services described in Section 4 and 7 of this Agreement, CITY agrees to pay CONSULTANT a fee not to exceed one hundred forty-six thousand eight hundred eighty-eight dollars ($146,888) to review the following: a site survey for the City buildings; an accessibility study for the Council chambers; the Design Stage plans for the Main Library, Cubberley Community Center and the Palo Alto Cultural Center; and the Construction Stage for the Main Library." The amount of CONSULTANT’S compensation shall be calculated as set forth in Exhibit "B", entitled "Rate Schedule," attached hereto and made a part hereof by this reference, on a time and materials basis, up to the maximum amount set forth in this paragraph 6.1." follows: SECTION 4. Section 6.1.5 is hereby amended to read as "Reimbursable Expenses under the Agreement shall not exceed four thousand eight hundred dollars ($4,800). Reimbursable Expenses are expenses which are incurred in addition to the compensation for Basic and Additional Services and include actual expenditures made by CONSULTANT, its employees, or its professional consultants in the interest of the Project for expenses listed in the following paragraphs: (a) Expense in connection with the Project for long distance telephone calls and telegrams and fees paid for securing approva! of authorities having jurisdiction over the Project. (b) Expense of reproduction, graphics, postage and handling of drawings and specifications, except for those required to be furnished by CONSULTANT in Section 4 and for use in CONSULTANT’S office. (c) Only if authorized in advance in writing by CITY, expense of overtime work requiring 960305 syn 0070909 2 higher than regular rates, expense of renderings or models for CITY’s use, and expense of computer time when used in connection with Additional Services under Section 4." SECTION 5. Exhibit "~’ to the Contract is hereby amended to add a fee schedule for ADA Improvements, Building Interiors, to read in accordance with the revised Exhibit "A", which is attached hereto and incorporated herein by reference. SECTION 6. Except as herein modified, all other provisions of the Contract, including any exhibitB and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their du~y authorized representatives executed this Amendment No. Two on the date first above written. ATTEST:CITY OF PALO ALTO City Clerk Mayor APPROVED AS TO FORM: Senior Asst. City Attorney APPROVED: City Manager CSS ASSOCIATES, ARCHITECTS Its : Taxpayer I.D. No. 94-2436825 Director of Public Works Deputy City Manager, Administrative Services Risk Manager Attachments: EXHIBIT "A": EXHIBIT "B": FEE OUTLINE RATE SCHEDULE 960305 syn 0070909 CALIFORNIA ALL-PURPO~= ACKNOWLEDGMENT ............ _~-_~-_~-~ State of ’" ~ J,.)" County of Date personally appeared Name and ~tle of ~r (e.g., iJane Doe, Nota~ Public") " N~e(s) of Signer(s) ~__ ,__._~,,_,,~’"",.,,~.,, ...........,~ ,~,~ .- OR -/~ proved to me on the basis of satisfactory evidence to be the persork~ whose name.L~ is/a,r.e.subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/h4~t,~ir authorized capacity(4~,4~nd that by his/h~r/thek signature,~ on the instrument the person(~, or the entity upon behalf of which the person(~’) acted, executed the instrument. WlTi~SS my hand and official seal. ~ - ~’S~g~t~a’of’Notary ~ublic OPTIONAL Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: Document Date: ..~ ~ \ \ ~ C~ (._~Number of Pages: Signer(s) Other Than Named Above: Capacity(ies) Claimed by Signer(s) Signer’s Name: [] Individual i~L Corporate Officer Title(s): ~,-e-~ 7C~ ~ J,.~"~ [] Partner--[] Limited ~ General [] Attorney-in-Fact [] Trustee [] Guardian or Conservator [] Other: Signer Is Representing: Top of thumb here ~ame: er [] Partner--[] Li~ed [] General [] Attorney-in-Fact \ [] TrusteeGuardian Conservato’~ []or ~ [] Other:Top of thumb here Signer Is Representing: © 1994 National Notary Association ¯ 8236 Remmet Ave., P.O. Box 7184 ¯ Canoga Park, CA 91309-7184 Prod. NO. 5907 Reorde~ Call Toll-Free 1-800-876-6827 Carlson 04:26 EXHIBIT A FEE SCHEDULE CONTRACT NO. C5074407 AMENDMENT #2 ADA IMPROVEMENTS, BUILDING INTERIORS CSS ASSOCIATES ,CONTRAC’r,,,,AMEN DMENT SUMMARY REVIEW SITE SURVEY/DEVELOP SCOPE OF WORK MAIN LIBRARY Schematic Design Construction Documents Bidding Services Construction Services Odginal Contract $22,825i Amendment #1 $7,000 $15,518 $2,OOO $11,345 ~,mendment #2 Adjusted Contract $22,825 $7,000 $15,518 $2,OOO $11,345 Meetings Reimbursables COUNCIL CHAMBERS ACCESSIBILITY STUDY CUBBERLEY COMMUNITY AND CULTURAL CENTERS Schematic Design Construction Documents Bidding Services Construction Services Meetings Reimbursables CUBBERLEY COMMUNITY AND CULTURAL CENTERS Schematic Design Construction Documents Bidding Services Construction Services Meetings Reimbursables TOTAL CONTRACT AMOUNT $1,200 $1,800 $501343 I $111345 $15,ooo $16,400 $24,600 $3,000 TBD $3,200 $2,0OO $6,400 $9,6O0 $2;000 TBD $2,000 $1,000 $851200 $1,200 $1,800 $15,000 $16,400 $24,600 $3,000 $0 $3,200 $2,000 $6,400 $9,60O $2,O00 $o $2,OOO $1,000 $146~888 03104196 Page 2 of 2 Pages FILE:EXH_A_2.WK4 Cadson 04:26 PM EXHIBIT A FEE SCHEDULE CONTRACT NO. C5074407 AMENDMENT #2 ADA IMPROVEMENTS, BUILDING INTERIORS CSS AssoCIATES REVIEW SITE SURVEY/DEVELOP SCOPE OF WORK $22T825 MAIN LIBRARY SCHEMATIC DESIGN CONSTRUCTION DOCUMENTS BIDDING SERVICES (time and materials) (1) CONSTRUCTION SERVICES MEETINGS (time and materials) REIMBURSABLES (time and materials) CITY COUNCIL CHAMBERS (2) ACCESSIBILTY STUDY CUBBERLEY COMMUNITY CENTER (2)SCHEMATIC DESIGN (2)CONSTRUCTION DOCUMENTS (2)BIDDING SERVICES (time.and materials) (3)CONSTRUCTION SERVICES (2)MEETINGS (time and materials) (2)REIMBURSABLES (time and materials) CULTURAL CENTER (2) SCHEMATIC DESIGN (2) CONSTRUCTION DOCUMENTS (2) BIDDING SERVICES (time and materials) (3) CONSTRUCTION SERVICES (2) MEETINGS (time and materials)¯(2) REIMBURSABLES (time and materials) TOTAL CONTRACT AMOUNT 1. Contract Amendment #1 2. Contract Amendment #2 3. To be determined w~en final design is complete $38~863 $7,OOO $15,518 $2,OO0 $11,345 $1,200 $1,800 $15T000 $15,000 $491200 $16,400 $24,600 $3,OOO TBD $3,200 $2,000 $21~000 $6,400 $9,600 $2,000 TBD $2,000 $1,000 $146~888 03/04/96 Page 1 of 2 Pages FILE:EXH_A_2.WK4 ASSOCIATES ARCHITECTS EXHIBIT B 1996 HOURLY RATE FEE SCHEDULE 10 Martin Lane Woodside, CA 94062 (415) 851-1368 Fax (415) 851-1662 PRINCIPAL ARCHITECT PROJECT ARCHITECT DRAFTSPERSON TECHNICAL CLERICAL $95.00 per hour $75.00 per hour $65.00 per hour $35.00 per hour ERNtE ERICKSON, A.I.A.