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Home My WebLink About1999-04-05 City Council (21)C ty HONORABLE CITY COUNCIL City of Palo Alto Manager’s Report FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE:APRIL 5, 1999 CMR:193:99 SUBJECT:APPROVAL OF AMENDMENT NO. 2 TO CONSULTANT CONTRACT #C9106646 WITH GROUP 4/ARCHITECTURE, RESEARCH AND PLANNING, INC. FOR PROFESSIONAL CONSULTING SERVICES RELATED TO THE INTERIOR IMPROVEMENTS AND SPACE PLANNING PROJECT RECOMMENDATION Staff recommends .that Council approve and authorize the Mayor to execute the attached contract amendment with Group 4/Architecture, Research and Planning, Inc., increasing the contract amount by $115,000 for a total contract amount of.$175,000. The contract is for professional consulting services related to the Interior Improvements and Space Planning Project. BACKGROUND On October 30, 1998, the City entered into an agreement with Group 4/Architecture, Research and Planning, Inc. to provide design related services over a 24 month period for the relocation of staff located on several floors of the Civic Center, the new Development Center, Cubberley Community Center, and Lucie Stem Community Center. The services to be provided under the contract include programming and space needs analyses, strategic planning, project budgeting and cost estimating, space planning, furniture selection and detailing, design development and construction document preparation, bidding assistance, construction administration, and move coordination. DISCUSSION The contract with Group 4/Architecture, Research and Planning, Inc. was initially funded in the amount of $25,000 as a two-year agreement, intended to start work on the multiple phases of the ongoing citywide space planning project. Amendment #1 increased the contract to $60,000. The initial phase of the project included overall long-range planning, and design!layout of the newly opened Development Center. Amendment #2 will increase the contract by $115,000 for a total contract amount of $175,000. This will allow for study, design, and construction administration work for the third and fifth floors of the Civic Center, and Cubberley T-Wing. The design work for these areas will be accomplished during the remainder of this fiscal year and the first quarter of fiscal year 1999-2000. Construction for CMR:193:99 Page 1 of 2 these areas will be provided in the Capital Improvement Program budget and will be accomplished in fiscal years 1999-2001. Minor renovations and relocations on the first, mezzanine, second, fourth, and eighth floors of the Civic Center tower will also be provided for in the Capital Improvement Program budget and will be accomplished over fiscal years 1999-2001. RESOURCE IMPACT A total of $300,000 was appropriated in the 1998-99 Budget in the City Manager’s contingency account for the purpose of beginning implementation oft he Space Master Plan. The Group 4/Architecture, Research and Planning, Inc. contract has been paid from these funds, along with certain unanticipated costs for the implementation of the Development Center. Of the $300,000, $58,500 remains. Design costs for the third floor renovation, the Utility Fund portion of this project, totals $35,000. The General Fund will pay for this portion of the project in lieu of purchasing the furniture located on the mezzanine from the Utility Fund. POLICY IMPLICATIONS This amendment does not represent any changes to existing City policies. ENVIRONMENTAL ASSESSMENT Approval of this contract amendment does not constitute a project under the California Environmental Quality Act (CEQA), therefore, no environmental assessment is required. ATTACHMENTS Attachment A: Amendment #2 to Contract C9106646 PREPARED BY: Karen Smith, Facilities Manager DEPARTMENT HEAD: /~ /~, ~ GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: EMILY HARRISON Assistant City Manager CMR: 193:99 Page 2 of 2 ATTACHMENT A AMENDMENT NO. 2 TO CONTRACT NO C9106646 BETWEEN THE CITY OF PALO ALTO AND GROUP 4/ARCHITECTURE, RESEARCH & PLANNING, INC. This Amendment No. 2 to Contract No. C9106646 ("Contract") is entered into on , 1999, by and between the CITY OF PALO ALTO, a chartered city and a municipal corporation of the State of California ("CITY"), and Group 4/Architecture, Research & Planning, Inc., a California Corporation, located at 301 Linden Ave., So. San Francisco, CA 94080 "CONSULTANT"). RECITALS: WHEREAS, the Contract was entered into between the parties for the provision of professional consulting; and services related to space planning study and design. WHEREAS, the parties wish to amend the Contract; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provision of this Amendment, the parties agree : SECTION i. Section 5.1.i of the Contract is hereby amended~to read as follows: "5.1.1 CITY shall pay CONSULTANT for services at the hourly rates provided in Exhibit "B" or a fixed amount for each segment of the project as provided in the Notice to Proceed issues for that segment. The CITY has appropriated $175,000 for this project. It is not anticipated that CONSULTANT will be able to complete its entire services for this fee. CONSULTANT will not 990303 10677-00006 mcr 0282309 0 be entitled to be paid or reimbursed for costs and expenses in excess of $175,000 unless an appropriate amendment or addendum to the Contract is approved. Each Notice to Proceed will specify the estimated costs or agreed upon fixed costs to complete that segment of the project. CONSULTANT wil! not be entitled to be compensated for any sums in addition to the estimate of fixed-amount specified in the Notice to Proceed unless approved in writing by the Project Manager." SECTION 2. The following exhibit to the Contract is hereby amended to read as set forth in the attachments to this Amendment, which are incorporated in full by this reference: a.Exhibit "B" entitled "Rate Schedule" SECTION 3. Except as herein modified, all other provisions of the Contract, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. 990303 10677-00006 mcr 0282309 0 -2 - IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Amendment on the date first above written. APPROVED AS TO FORM:CITY OF PALO ALTO Senior Asst. City Attorney APPROVED: Director of Public Works Director of Administrative Services Risk Manager Assistant City Manager [CONSULTANT FIRM] Title: Taxpayer Identification No. (Compliance with Corp. Code S 313 is required if the entity on whose behalf this contract is signed is a corporation. In the alternative, a certif±ed corporate resolution attesting to the signatory authority of the individuals signing in their respective capacities is acceptable.) 990303 10677-00006 mcr 0282309 0 -3 - CERTIFICATE OF ACKNOWLEDGMENT (Civil Code ~ 1189) STATE OF COUNTY OF $~k~ ~~-Ii) ) On ~ ~2~ l~q , before me, the undersigned, a notary public in and f~sa~ County,__personally appeared personall~ kno~ to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument, and acknowledged to me that he/she/they executed the same in his/her/their authorized capac±ty(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 official seal. NOv ] 2, ] 9y ~ Signature of Notary Public ~-~~. 99030~ I0677-00006 mcr 0282309 0.-4 - CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § 1189) On ~~/~ , before me, the undersigned, a notary public-in.a~d, f~or sa~i’d Coun.ty~ personally appeared personally know to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument, and acknowledged to me that he/she/they executed the same 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 official seal. Signature of Notary Public 990303 10677-00006 mcr 0282309 0 -5 - Exhibit "B" ,HOURLY RATES Rate Schedule City of Palo Alto: Interior Improvements and Space Planning Project The hourly rates listed below shall be in effect until December 31, 1999, and will be adjusted at the start of each calendar year in amounts agreed to by the consultant and the Project. Manager: Principal $120 Project Manager $ 88 Professional I $100 Professional II $ .82 Professional l~I $ 80 Technical I $ 95 Technical II $ 75 Technical III $ 55 Clerical $ 50 REIMBURSABLE COSTS Sub-consultants’ fees and reimbursable direct project expenses will be billed at cost plus 10% mark-up. Reimbursable costs shall be limited to printing, delivery and mileage. Mileage shall be reimbursed at $.325 per mile. Original receipts and/or invoices for these services shall be submitted along with Consultant’s invoice showing mark-up..