HomeMy WebLinkAboutStaff Report 225-07City of Palo Alto
Cit Manager’s Reportl
TO:HONO~BLE CtTY~~~~
FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS
1
DATE:
SUBJECT:
MAY 7, 2007 CMR:225:07
APPROVAL OF CONTRACT C07122215 WITH GROUP 4
ARCHITECTURE, RESEARCH + PLANNING, INC., IN THE
AMOUNT OF $1,280,400 FOR PRELIMINARY ARCHITECTURAL
AND ENGINEERING DESIGN SERVICES FOR THE MITCHELL
PARK LIBRARY AND COMMUNITY CENTER, MAIN LIBRARY,
AND DOWNTOWN LIBRARY- CAPITAL IMPROVEMENT
PROGRAM PROJECT PE-04012
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute Contract No. C07122215 with Group 4 Architecture, Research + Planning, Inc.
(Attachment A) in the amount of $1,280,400 for architectural and engineering design services for
the Mitchell Park Library and Community Center and for the Main and Downtown Libraries,
PE-07011, including $1,168,100 for basic services and $112,300 for additional services.
BACKGROUND
The Mitchell Park Library and Community Center are located off of Middlefield Road in south
Palo Alto. The two buildings share a large site at Mitchell Park. The library was designed by
Edward Durell Stone, a prominent international architect, as a one-story wood-framed building.
It was constructed in 1958. An addition was constructed in 1975, expanding the building from
5,100 square feet to 9,500 sf. The addition so altered the Stone design that the building is no
longer eligible for listing as a historic resource on either the National Register of Historic Places
or with the State Registrar of Historic Resources.
The Mitchell Park Community Center (MPCC) was constructed in 1970 immediately adjacent to
the library. It is a one-story, 10,000 sf facility housing many City recreation programs and some
staff. The facility is outdated and is in need of renovation and expansion in order to better
accommodate current and future recreation programs.
In December 2004, the City Council directed the Library Advisory Commission (LAC) to
"recommend a strategy for creating a full-service library at the existing site or another site, a
strategy to include maintaining neighborhood facilities and distributed services; to maintain
collection services; and to direct the LAC to recommend a redefinition of branch services."
Council later directed staff and the LAC to determine how large Mitchell Park Library needs to
be and prepare preliminary cost models/projections/estimates for capital needs.
CMR:225:07 Page 1 of 5
On June 12,2006, Council approved a recommended project timeline and methodology for
determining the potential size and costs of a new Mitchell Park Library and deferring
infrastructure upgrades on the College Terrace Library in order to give staffthe necessary time to
work on the Mitchell Park Library study (CMR:260:06). On September 11, 2006, Council
approved a contract with Group 4 Architecture (CMR:343:06)for design and cost estimating
services for the-Mitchell Park Library and for an evaluation of space needs for Main Library and
the branch libraries. Council directed Group 4 to study the following four options for the
Mitchell Park Library:
1)Demolish the existing library and construct a new library without adversely
impacting the community center.
2)Construct a new library on the surface parking lot south of the community
center and add surface parking where the library currently stands.
3) Demolish the existing library and community center and construct a combined
facility on the site.
4)Expand the existing library and incorporate a new community center into an
expanded, remodeled library.
A project management team (PMT) comprised of representatives from the Library Advisory
Commission (LAC), Parks and Recreation Commission (PRC), Group 4 Architecture, and staff
met regularly to evaluate the four study scenarios for the Mitchell Park Library. The scenarios
were presented to the LAC and PRC. The two commissions recommended moving forward with
Option 4, the joint use facility.
On December 4, 2006, Group 4 Architecture presented the various site scenarios and related
costs to Council (CMR:434:06). The item was continued to December 11, 2006, at which time
Council approved in concept the proposed facility improvements contained in the Group 4
Architecture report and in the LAC’s Library Service Model Analysis and Recommendations
(LSMAR) for the Main, Downtown, and College Terrace Libraries. The Group 4 report included
recommendations for an expansion at the Main Library for group study and programming space,
as well as for facility enhancements at the Main and Downtown libraries that would include
improved electrical and mechanical systems, new lighting, and upgrades to the existing program
spaces.
On March 5, 2007, the City Council received the preliminary results of a survey regarding voter
sentiment towards enhanced library services. The firm of Fairbank, Maslin, Maullin &
Associates conducted a telephone survey during the month of February 2007 regarding potential
public safety building and library facilities bond measures and a possible parcel tax. Solid
majorities of voters support potential bond measures for both the libraries and the public safety
building. While support is stronger for the libraries than for the public safety building, it still
falls short of the 2/3 supermajority threshold.
On April 9, 2007, staff requested direction on whether to move forward with a library-only
option or with a combined library-community center design (CMR:193:07). Council directed
staff to further develop the joint library/community center design options that had been presented
by Group 4 Architecture at the December 4, 2006, meeting. It also directed staff to further
CMR:225:07 Page 2 of 5
develop potential improvements at the Main and Downtown libraries. Additional polling to test
voter sentiment would be conducted after the design options had been presented to the public.
DISCUSSION
Mitchell Park Library and Community Center
The work performed by Group 4 Architecture under this contract will include architectural and
engineering design services for Option 2 (building a new library only) and Option 3 (building a
new joint library and community center) to the conceptual level (i.e., approximately 10 percent
completion). City board and commission reviews and public comment will help identify which
of the two designs should move forward for further design development. Staff will return to
Council in late summer 2007 with a recommendation to focus the design on the favored scenario.
The favored scenario would then be designed to the 35 percent completion stage in order to
obtain enough detailed design information to prepare an accurate construction cost estimate. The
construction cost estimate will form the cost basis that will be used in the funding process. The
design will be presented at various stages to the Council, City reviewing bodies and at
community meetings. The scope of work also includes the revision of the Mitigated Negative
Declaration (MND) that had been prepared for the 2002 library bond, Measure D. That MND
will be updated to reflect the current design and scope of work.
Main Library
Construction is nearing completion at the Main Library that will provide for an enlarged
periodical room and public area by reconfiguring staff space and circulation desks
(CMR:393;06). In addition, a project is scheduled for construction in FY 2008-2009 to replace
the electrical and mechanical service and distribution systems, provide new carpet and paint the
exterior of the building (PF-07010, Main Library Improvements).
The December 2006 report by Group 4 Architecture recommended additional impro~vements at
the Main Library, including group study areas that are acoustically separated from the rest of the
building and a program space that seats 100 people. To accommodate these recommendations,
the Main Library would need to expand an additional 1,800 to 5,500 square feet from the current
21,313 square feet (CMR:434:06).
This contract with Group 4 Architecture provides for the preliminary design of this additional
space, preparation of construction cost estimates and update of the environmental documents.
The contract also provides for an update of the environmental assessment of the project.
Construction cost estimates would be prepared for the expansion work, which could be used in
any 2008 bond election. The financing of, and work on, the Main Library could also be deferred
to a later phase that is separate from the bond or construction timeline for the Mitchell Park
Library and Community Center.
Downtown Library
The evaluation by Group 4 Architecture stated that the existing programs at this library are
adequate for its service population and significant capital improvements are not recommended.
Future options for this library stem from the possibility of relocating technical services and/or
library administration from the Downtown Library to any new Mitchell Park Library. In that
CMR:225:07 Page 3 of 5
event, the current technical services area would likely become a program space and the library
administration area would likely become a group study area. The contract with Group 4
Architecture provides for the design of these spaces should they be moved from the Downtown
Library to a new Mitchell Park Library. The funding and construction of these improvements
could be funded separately from any library bond.
Upgrades to the existing lighting, heating and air conditioning systems are scheduled for
construction in FY 2009-2010 as part of CIP PF-09001 (Downtown Library Mechanical and
Electrical Upgrades). This work will provide for systems that are designed to meet the current
building code, increased occupant needs, and to optimize energy efficiency.
RESOURCE IMPACT
There is $1.28M currently available in CIP PE-04012 for the design work. The funding in this
CIP had originally been intended for heating, ventilation and air conditioning (HVAC) upgrades
at the Mitchell Park Library and for HVAC, accessibility, structural and electrical upgrades at the
community center. This work had been deferred pending the outcome of the LSMAR report and
is now pending the results of any subsequent Mitchell Park library and community center
funding election. Should an election for library/community center improvements not be held, or
if the bond measure does not pass, staff would return to Council with a request for additional
funding to begin the work of upgrading the mechanical, electrical, and other systems upgrades at
the Mitchell Park Library and Community Center.
POLICY IMPLICATIONS
This recommendation is consistent with Council’s direction to the LAC and consistent with the
establishment of the Library as a Top 3 priority for 2006. It is also consistent with the Public
Safety Building/Library Plan as a Top 4 priority for 2007.
TIMELINE
The consultant will begin its work shortly after contract approval.
follows:
The project schedule is as
Review site analysis and develop design options: May 2007
Initial design review by City boards, commissions, public: May- June 2007
Council approves preferred scenario and funding mechanism: July-August 2007
Develop schematic design for preferred scenario: August-November 2007
Council approves updated MND, EIR and a June 2008 election date: December 2007
Prepare documents for a June 2008 election: Jan 2008-May 2008
Election date: June 3, 2008
If the community elects to fund the construction of the library and Mitchell Park Community
Center options that are put on a ballot, staff would return to Council shortly after the 2008
election with a Budget Amendment Ordinance to fund the remainder of the design work. The
contract includes a provision to retain Group 4 Architecture for further design services, should it
prove responsive to the City’s needs and the quality of its work is acceptable.
Staff will return to Council with a revised timeline should a November 2008 election date be
preferred over a June date.
CMR:225:07 Page 4 of 5
ENVIRONMENTAL REVIEW
The MND that was prepared for the Mitchell Park Library as part of the 2002 Measure D
election will be updated to reflect the current design. The MND will be presented to Council for
approval in December 2007.
An Environmemal Impact Report (EIR) was prepared for the Main Library as part of the 2002
Measure D election. The EIR would be revised by Group 4 Architecture to reflect the current
design program.
ATTACHMENTS
Attachment A: Contract (includes Scope of Services and Certi~cation of Nondiscrimination)
//
KAREN RD
Senior Engineer
DEPARTMENT HEAD:. ,~ 2"
GLENN ROBERTS
Director of Public Works
CITY MANAGER APPROVAL:
EMILY HARRISON
Assistant City Manager
CMR:225:07 Page 5 of 5
CITY OF PALO ALTO CONTRACT NO. C07122215
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND
GROUP 4 ARCHITECTURE, RESEARCH + PLANNING, INC.
FOR PROFESSIONAL SERVICES
Mitchell Park Library and Community Center, Main Library,
and Downtown Library Initial Design
This AGREEMENT is entered into by and
between the CITY OF PALO ALTO, a California Charter City ~"CITY"),
and Group 4 Architecture, Research + Planning, Inc., a California
corporation located at 211 Linden Avenue, South San Francisco, CA
94080 ("CONSULTANT").
RECITALS
The following recitals are a substantive portion of this Agreement.
A. CITY intends to replace Mitchell Park Library, <eplace or
improve the Mitchell Park Community Center, and improve the Main
Library and the Downtown Library (~Project") and desires to engage
a consultant to complete phases of initial design in connection
with the Project ("Services").
B. CONSULTANT has represented that it and any subconsultants have
the necessary professional skill and expertise, qualifications, and
capability, and all required licenses and/or certifications to
provide the Services.
C. CITY in reliance on these representations desires to engage
CONSULTANT to provide the Services as more fully described
Exhibit ~A", attached to and made a part of this Agreement.
D. CONSULTANT has agreed to perform the Services on the terms and
conditions contained in this Agreement.
NOW, THEREFORE, in consideration of the recitals,
covenants, terms, and conditions, this Agreement, the parties
agree:
AGREEMENT
SECTION i. SCOPE OF SERVICES. CONSULTANT shall perform the Services
described in Exhibit "A" in accordance with the terms and
conditions contained in this Agreement. The performance of all
Services shall be to the reasonable satisfaction of CITY.
SECTION 2. TERM. The term of this Agreement shall be from the
date of its full execution through the completion of the services
unless terminated earlier pursuant to Section 21 of this Agreement.
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CITY OF PALO ALTO CONTRACT NO. C07122215
SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the
performance of Services under this Agreement. CONSULTANT shall
complete the Services within the term of this Agreement and in
accordance with the schedule set forth in Exhibit ~B", attached to
and made a part of this Agreement. Any Services for which times for
performance are not specified in this Agreement shall be commenced
and completed by CONSULTANT in a reasonably prompt and timely
manner based upon the circumstances and direction communicated to
the CONSULTANT. CITY’s agreement to extend the term or the
schedule for performance shall not preclude recovery of damages for
delay if the extension is required due to the fault of CONSULTANT.
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid
to CONSULTANT for performance of the Services described in Exhibit
"A", including both payment for professional services (Basic
Services) and reimbursable expenses, shall not exceed one million
one hundred sixty-eight thousand one hundred dollars
($1,168,100.00). In the event Additional Services are authorized,
the total compensation for services and reimbursable expenses shall
not exceed one million two hundred eighty thousand four hundred
dollars ($1,280,400.00). The applicable rates and schedule of
payment are set out in Exhibit "C", entitled "COMPENSATION," which
is attached to and made a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with
and subject to the provisions of Exhibit "C". CONSULTANT shall not
receive any compensation for Additional Services performed without
the prior written authorization of CITY. Additional Services shall
mean any work that is determined by CITY to be necessary for the
proper completion of the Project, but which is not included within
the Scope of Services described in Exhibit "A".
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall
submit monthly invoices to the CITY describing the services
performed and the applicable charges (including an identification
of personnel who perf9rmed the services, hours worked, and hourly
rates for additional services, and reimbursable expenses), based
upon the CONSULTANT’s billing rates (set forth in Exhibit "C") . If
applicable, the invoice shall also describe the percentage of
completion of each task. The information in CONSULTANT’s payment
requests shall be subject to verification by CITY. Send all
invoices to the CITY attention the Project Manager. The Project
Manager is: Karen Bengard, Dept.: Public Works, Engineering
Division, P.O. BOX 10250, Palo Alto, CA 94303, Telephone: 650-329-
2636.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services
shall be performed by CONSULTANT or under CONSULTANT’s supervision.
CONSULTANT represents that it possesses the professional and
technical personnel necessary to perform the Services required by
this Agreement and that the personnel have sufficient skill and
experience to perform the Services assigned to them. CONSULTANT
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CITY OF PALO ALTO CONTRACT NO. C07122215
represents that it, its employees and subconsultants have and shali
maintain during the term of this Agreement all licenses, permits,
qualifications, insurance and approvals of whatever nature that are
legally required to perform the Services.
All of the services to be furnished by CONSULTANT under this
agreement shall meet the professional standard and quality that
prevail among professionals in the same discipline and of similar
knowledge and skill engaged in related work throughout California
under the same or similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself
informed of and in compliance with all federal, state and local
laws, ordinances, regulations, and orders that may affect in any
manner the Project or the performance of the Services or those
engaged to perform Services under this Agreement. CONSULTANT shall
procure all permits and licenses, pay all charges and fees, and
give all notices required by law in the performance of the Services
CONSULTANT shall report immediately to the CITY’s project manager,
in writing, any discrepancy or inconsistency it discovers in the
laws, ordinances, regulations, orders, and/or guidelines in
relation to the Project Of the performance of the Services.
All documentation prepared by CONSULTANT shall provide fo~ a
completed project that conforms to all applicable codes, ru!~s,
regulations and guidelines that are in force at the time such
documentation is prepared.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT shall correct, at no cost
to CITY, any and all errors, omissions, or ambiguities in the workproduct submitted to CITY, provided CITY gives notice to
CONSULTANT. If CONSULTANT has prepared plans and specifications o~~
other design documents to construct the Project, CONSULTANT shall
be obligated to correct any and all errors, omissions or
ambiguities discovered prior to and during the course of
construction of the Project.This obligation shall survive
termination of the Agreement.
SECTION 9. COST ESTIMATES. CONSULTANT shall submit estimates of
probable construction costs at each phase of design submittal. If
the total estimated construction cost at any submittal exceeds ten
percent (10%) of the CITY’s stated construction budget, CONSULTANT
shall make recommendations to the CITY for aligning the PROJECT
design with the budget, incorporate CITY approved recommendations,
and revise the design to meet the Project budget, at no additional
cost to CITY.
SECTION I0. INDEPENDENT CONTRACTOR. It is understood and agreed
that in performing the Services under this Agreement cONSULTANT,
and any person employed by or contracted with CONSULTANT to furnish
labor and/or materials under this Agreement, shall act as and be an
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CITY OF PALO ALTO CONTRACT NO. C07122215
independent contractor and not an agent or emp!oyee of the CITY.
The manner and means of conducting the Services are the
responsibility of and under the control of CONSULTANT, except to
the extent they are limited by applicable law and the express terms
of this Agreement.
CONSULTANT will be responsible for employing or engaging all
persons necessary to perform the Services. All contractors and
employees of CONSULTANT are deemed to be under CONSULTANT’S
exclusive direction and control. CONSULTANT shall be responsible
for their performance.
SECTION ii. ASSIGNMENT. The parties agree that the professional
skill, expertise and experience of CONSULTANT are material
considerations for this Agreement. CONSULTANT shall not assign or
transfer any interest in this Agreement nor the performance of any
of CONSULTANT’s obligations hereunder without the prior written
consent of the city manager. Consent to one assignment will not be
deemed to be consent to any subsequent assignment. Any assignment
made without the approval of the city manager will be void.
SECTION 12. SUBCONTRACTING.
Notwithstanding Section II above, CITY agrees that subconsultants
may be used to complete the Services. The subconsultants
authorized by CITY to perform work on this Project are:
1 Gates & Associates Landscape
2 Davis Langdon - Cost Consulting
3 BKF Engineers - Civil
4 Page + Moris - Library Consultant
5 O’Mahony & Myer - Electrical Lighting
6 Guttmann & Blaevoet - Mechanical
7 Rutherford & Chekene - Structural
8 Watry Design Group
9 Smith, Fause & McDonald Inc. - Technology
I0.David J. Powers & Associates, Inc. Environmental
Ii.Other subconsultants may be added during the course of the
project with approval of the project manager.
CONSULTAIqT shall be responsible for directing the work of any
subconsultants and for any compensation due to subconsultants.
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CITY OF PALO ALTO CONTRACT NO. C07122215
CITY assumes no responsibility whatsoever concerning such
compensation. CONSULTANT shall be fully responsible to CITY for
all acts and omissions of a subconsultant. CONSULTANT shall change
or add subconsultants only with the prior approval of the City
manager or his designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Wayne
Gehrke as the project director to have supervisory responsibility
for the performance, progress, and execution of the Services and
Dawn Merkes and David Schnee as the project coordinators to
represent CONSULTANT during the day-to-day work on the Project. If
circumstances or conditions subsequent to the execution of this
Agreement cause the substitution of the project director, project
coordinator, or any other key personnel for any reason,- the
~appointment of a substitute project director and the assignment of
any key new or replacement personnel will be subject to the prior
written approval of the CITY’s project manager. CONSULTANT, at
CITY’s request, shall promptly remove personnel who CITY finds do
not perform the Services in an acceptable manner, are
uncooperative, or present a threat to the adequate or timely
completion of the Project or a threat to the safety of persons or
property.
The city manager will represent CITY for all purposes under [his
Agreement. Karen Bengard is designated as the project manager !ifor
the CITY and will be assisted by Debra Jacobs, the Projhct
Engineer. The project manager will be CONSULTANT’s point of contact
with respect to performance, progress and execution of the
Services. The CITY may designate an alternate project manager from
time to time.
i
SECTION 14. DUTIES OF CITY. To assist CONSULTANT in the
performance of the Services, CITY will furnish or cause to be
furnished the specified services and/or documents described in
Exhibit "A" and such other available information as may be
reasonably requested by CONSULTANT.
SECTION 15. OWNERSHIP OF MATERIALS.
15.1. All drawings, plans, reports, specifications,
calculations, documents, other materials and copyright interests
(including all copyrightable interests arising under the 1990
Architectural Works Copyright Protection Act) developed or
discovered by CONSULTANT or any other person engaged directly or
indirectly by CONSULTANT to perform the services required hereunder
shall be and remain the property of CITY without restriction or
limitation upon their use. Neither CONSULTANT nor its contractors,
if any, shall make any of such materials available to any
individual or organization without the prior written approval of
the city manager or designee.
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CITY OF PALO ALTO CONTP~ACT NO. C07122215
15.2. In addition to the provisions of Subsection 15.1.,
above, the following shall apply to all plans, drawings,
specifications, and related reports and documents, and electronic
equivalents (collectively "Plans") developed pursuant to this
Agreement:
15.2.1. CITY shall have the right to reproduce and
use the Plans forpurposes of the Project that is the subject of
this Agreement, including, but not limited to, any use associated
with construction, reconstruction, modification, management,
maintenance, and renovation of the Project.
15.2.2. CITY shall have the right to reproduce,
use and modify the PLANS, or portions thereof, in the design and
construction of any.other future CITY project. CITY acknowledges
that CONSULTANT does not warrant the suitability of the PLANS for
reuse other than as needed for the Project that is the subject of
this AGREEMENT.
15.2.3. The right of the CITY to modify and reuse
the PLANS pursuant to this Subsection 15.2. is subject to the
provisions of California Business and Professions Code Sections
5536.25, 6735, 6735.3 or 6735.4, whichever is applicable.
SECTION 16. AUDITS. CONSULTANT will permit CITY to audit,- at any
reasonable time during the term of this Agreement and for three (3)
years thereafter, CONSULTANT’s records pertaining to matters
covered by this Agreement. CONSULTANT further agrees to maintain
and retain such records for at least three (3) years after the
expiration or earlier termination of this Agreement.
SECTION 17. INDEMNITY. To the fullest extent permitted by law,
CONSULTANT shall protect, indemnify, defend and hold harmless CITY,
its Council members, officers, employees and agents (each an
"Indemnified Party") from and against any and all demands, claims,
or liability of any nature, including death or injury to any
person, property damage or any other loss, including all costs and
expenses of whatever nature including attorneys fees, experts fees,
court costs and disbursements ("Claims") that arise out of, pertain
to, or relate to the negligence, recklessness, or willful
misconduct of the CONSULTANT, its officers, employees, agents or
contractors under this Agreement, regardless of whether or not it
is caused in part by an Indemnified Party.
Notwithstanding the above, nothing in this Section 17 shall be
construed to require CONSULTANT to .indemnify an Indemnified Party
from Claims arising from the active negligence, sole negligence or
willful misconduct of an Indemnified Party.
The acceptance of CONSULTANT’s services and duties by CITY shall
not operate as a waiver of the right of indemnification. The
provisions of this Section 17 shall survive the expiration or early
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CITY OF PALO ALTO CONTRACT NO. C07122215
termination of this Agreement.
SECTION 18. WAIVERS. The-waiver by either party of any breach
or violation of any covenant, term, condition or provision of this
Agreement, or of the provisions of any ordinance or law, will not
be deemed to be a waiver of any other term, covenant, condition,
provisions, ordinance or law, or of any subsequent breach or
violation of the same or of any other term, covenant, condition,
provision, ordinance or law.
SECTION 19.INSURANCE.
19.1.CONSULTANT, at its sole cost and expense, shall
obtain and maintain, in full force and effect during the term of
this Agreement, the insurance coverage described in Exhibit "D".
CONSULTANT and its contractors, if any, shall obtain a policy
endorsement naming the City of Palo Alto as an additional insured
under any general liability or automobile policy or policies.
19.2.All insurance coverage required hereunder shall
be provided through carriers with Best’s Key Rating Guide ratings
of A-:VII or higher which are admitted to transact insurance
business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement Will
obtain and maintain, in full force and effect during the term of
this Agreement, identical insurance coverage, naming CITY as.ian
additional insured under such policies as required above.
19.3.Certificates evidencing such insurance shall be
filed with CITY concurrently with the execution of this Agreement..
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 by the insurer excep<
after filing with the Purchasing Manager thirtY (30) days’ prior
written notice of the cancellation, CONSULTANT shall be responsible
for ensuring that current certificates evidencing the insurance are
provided to CITY’s Purchasing Manager during the entire term of
this Agreement.
19.4.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 Agreement. 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 Agreement,
including such damage, injury, or loss arising after the Agreement
is terminated or the term has expired.
SECTION 20. WORKERS’ COMPENSATION. CONSULTANT, by executing this
Agreement, certifies that it is aware of the provisions of the
Labor Code of the State of California which require every employer
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CITY OF PALO ALTO CONTRACT NO. C07122215
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 and during the performance of the
Services.
SECTION 21.TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
21.1.The city manager may suspend, the performance of
the Services, in whole or in part, or terminate this Agreement,
with or without cause, by giving ten (i0) days’ prior written
notice thereof to CONSULTANT. Upon receipt of such notice,
CONSULTANT will immediately discontinue its performance of the
Services.
21.2.CONSULTANT may terminate this Agreement or
suspend its performance of the Services by giving ten (i0) days
prior written notice thereof to CITY, but only in the event of a
substantial failure of performance by CITY.
21.3.Upon such suspension or termination, CONSULTANT
shall deliver to the City.Manager immediately any and all copies of
studies, sketches, drawings, computations, and other data, whether
or not completed, prepared by CONSULTANT or its contractors, if
any, or given to CONSULTANT or its contractors, if any, in
connection with this Agreement. Such materials will become the
property of CITY.
21.4.Upon such suspension or termination bY CITY,
CONSULTANT will be paid for the Services r~ndered or materials
delivered to CITY in accordance with the scope of services on or
before the effective date (i.e., I0 days after giving notice) Of
suspension or termination; provided, however, if this Agreement 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 acting
in the reasonable exercise Of his/her discretion
21.5. 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 Agreement.
21.6.FORCE MAJEURE. Neither party shall be liable
for damages caused by any failure or delay in performance under
this Agreement to the extent that such damage, failure, or delay is
caused by conditions beyond its reasonable control including, but
not limited to, strikes or other labor disputes, catastrophes,
riots, fires, Government restrictions (including the denial or
cancellation of any export or other necessary license), wars,
insurrections, or other Acts of God, or for other similar causes
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CITY OF PALO ALTO CONTRACT NO. C07122215
beyond that party’s reasonable control and occurring without its
fault or negligence, including, without limitation, failure of
suppliers, subcontractors, and carriers, or.party to substantially
meet its performance obligations under this Agreement, provided
that, as a condition to the claim of nonliability, the party
experiencing the difficulty shall give the other prompt written
notice, with full details following the occurrence of the cause
relied upon. Dates by which performance obligations are scheduled
to be met will be extended for a period of time equal to the time
lost due to any delay so caused.
SECTION 22.NOTICES.
All notices hereunder will he 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
With a copy to the Purchasing Manager.
To CONSULTANT: Attention of the project director
at the address of CONSULTANT recited a~ove
SECTION 23. CONFLICT OF INTEREST.
23.1.In accepting this Agreement, 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.
23.2.CONSULTANT further covenants that, in the
performance of this Agreement, it will not employ subconsultants,
contractors or persons having such an interest. CONSULTANT
certifies that no person who has or will have any financial
interest under this Agreement 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 the State of California.
23.3. If the Project Manager determines that CONSULTANT
is a ~Consultant" as that term is defined by the Regulations of the
Fair Political Practices Commission, CONSULTANT shall be required
and agrees to file the appropriate financial disclosure documents
required by the Palo Alto Municipal Code and the Political Reform
Act.
SECTION 24. NONDISCRIMINATION. As set forth in Palo Alto Municipal
Code section 2.30.510, CONSULTANT agrees that in the performance of
this Agreement, it shall not discriminate in the employment of any
050310
CITY OF PALO ALTO CONTRACT NO. C07122215
person because of the race, skin color, gender, age, religion,
disability, national origin, ancestry, sexual orientation, housing
status, marital status, familial status, weight or height of such
person. CONSULTANT acknowledges that it has read and understands
the provisions of Chapter 2.28 of the Palo Alto Municipal Code
relating to Nondiscrimination Requirements and the penalties for
violation thereof, and agrees to meet all requirements of Chapter
2.28 pertaining to nondiscrimination in employment, including
completing the form furnished by CITY and set forth in Exhibit "E".
SECTION 25.MISCELLANEOUS PROVISIONS.
25.1. This Agreement will be governed by the laws of
the State of California.
25.2.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.
25.3.The prevailing party in any action brought to
enforce the provisions of this Agreement may recover its reasonable
costs and attorneys’ fees expended in connection with that action.
25.4.This document represents the entire and
integrated agreement 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.
25.5. The covenants, terms, conditions and provisions
of this Agreement will apply to, and will bind, the heirs,
successors, executors, administrators, assignees, and CONSULTANTs,
as the case may be, of the parties.
25.6.If a court of competent jurisdiction finds or
rulesthat any provision of this Agreement or any amendment thereto
is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and
effect.
25.7.All exhibits referred to in this Agreement and
any addenda, appendices, attachments, and schedules to this
Agreement which, from time to time, may be referred to in any duly
executed amendment hereto are by such reference .incorporated in
this Agreement and will be deemed to be a part of this Agreement.
25.8.This Agreement is subject to the fiscal
provisions of the Charter of the City of Palo Alto and the Palo
Alto Municipal Code. This Agreement will terminate without any
penalty (a) at the end of any fiscal year in the event that funds
050310
i0
CITY OF PALO ALTO CONTRACT NO. C07122215
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
Agreement are no longer available. This Section 25.8 shall take
precedence in the event of a conflict with any other covenant,
term, condition, or provision of this Agreement.
ii
050310
CITY OF PA!~O ALTO CONTP.ACT NO, C07122215
IN WITNESS WHEREOF~ the parties hereto have by their duly
authorized representatives executed this Agreement on the date
first above written.
APPROVED AS TO FORM:CITY OF PALO ALTO
Senior Asst. City Attorney AssiStant City Manager
APPROVED:
Director of Administrative
Services
GROUP 4 ARCHITECTURE, RESEARCH
Name:
(If eo~oration: Secreta~ or Treasurer}
Attachments:
EXHIBIT "A" :
EXHIBIT "B" :
EXHIBIT "C" :
EXHIBIT ’~C-I"
EXHIBIT "D":
EXHIBIT "E":
Taxpayer Identification No.
(Compliance with Corp. Code § 313 is
required if the entity on whose behalf
this contract is signed is a corporation.
In the alternatiVe, a certified corporate
resolution attesting to the signatory
authority of the individuals signing in
their respective capacities is acceptable}
SCOPE OF WORK
SCHEDULE OF PERFORMANCE
COMPENSATION
HOURLY RATES
INSURANCE
NONDISCRIMINATION COMPLIANCE FORM
12
EXHIBT A
SCOPE OF SERVICES - INITIAL DESIGN PHASE
Mitchell Park Library and Community Center, Main Library,
and Downtown Library Initial Design
1.0
1.1
1.0.1
1.0.2
1.1.1
1.1.2
GENERAL INFORMATION
A "Final Report of the Mitchell Park Library Space Study" (Final Report), November 2006,
was prepared by Group 4 Architecture and presented to Council on December 4, 2006. The
City’s Library Advisory Commission also presented their Library Service Model Analysis
and Recommendations (LSMAR) to City Council in December of 2006. The LSMAR report
and the Group 4 study made a number of recommendations for improvements across the
library system. The focus of this scope of work will be on three of the City’s libraries,
Mitchell Park Library, the Main Library and the Downtown Library. The design services
contained herein are based on the recommendations of the Group 4 space study and the
LSMAR report.
The Consultant shall prepare schematic design plans for each of the three libraries, Mitchell
Park, the Main Library and the Downtown Library and the respective environmental reviews
for the Main and Mitchell Park Libraries.
PROJECT DESCRIPTION
The project includes developing sites analysis and site options for the Main and the Mit~chell
Park Library, developing building programs for the Main, Mitchell Park and Downtown
libraries, as well as Conceptual designs and Schematic designs for all three projects. The
process will include a high level of participation by the City’s Boards and Commissions as
well as the Community. The Consultant shall work closely with a project management team
established by the City that will be comprised of Public Works Staff, Library Staff, City
Manager staff as well as representatives from the Library Advisory and the Park and
Recreation Advisory Commission.
A summary description of the three library projects follows:
1.1.2.1 MITCHELL PARK LIBRARY is located within Mitchell Park which is a community
park serving the entire city of Palo Alto. The park is located in a residential area with
surrounding land uses that include several schools, churches, a senior complex, and other
educational facilities. The approximately 22 acre Mitchell Park is comprised of an 18
acre outdoor recreational park with surface parking and an adjoining 3.2 acre area that
contains the library, community center, and surface parking area. The library and
community center are not on dedicated park land. The Mitchell Park Library was
designed by Edward Durell Stone and built in July of 1958. It has been used exclusively
as a library since its construction and is not considered as historically significant. The
Library was expanded in 1974 to its current size of 9,478 square feet. The
recommendation for the Mitchell Park Library and Community Center is to analyze a
range of size options; Library only 28-37,500sf, Library and Community Center 42-
51,000sf, and phasing options; 1 phase-library only, 1 phase -library and Community
center, 2 phase- library phase 1, community center phase 2 and then to determine the
preferred option for further development.
City of Palo Alto - Contract C07122215 Page 1 of 28
1.1.2.2
1.1.2.3
All of the Site Design Options will be based on a new library sited on non-dedicated
parkland south of the existing library and will have surface parking where the existing
library is currently located, with the exception of Option 2a which will be located west of
the existing library. Parking needs will be met with surface parking in all site design
options except for Option 2a which requires under-building parking as well.
Th~ work shall include aligning the current offset intersection of Mayview Road and the
site entrance. The intersection will be realigned so that the entrance to the site will be
aligned with Mayview Road.
1.1.2.4 The characteristics of each of the Site Design Options are summarized as follows:
1.1.2.4.1
1.1.2.4.2
1.1.2.4.3
1.1.2.4.4
Option 2a: Construct a new library to house the library program as defined in
the Final Report. The new library (approximately 28,500 square foot (sf) and
one-story in height) would be constructed at the southwest comer of site.
The existing community center would remain and would receive planned,
scheduled accessibility, heating and air conditioning upgrades.
Option 2b: Construct a new library to house the library program as defined in
the Final Report. The new library (approximately 37,500 sf) and two-story
in height) would be constructed at the southwest comer of site. The existing
community center would remain and would receive planned, scheduled
accessibility, heating and air conditioning upgrades.
Option 3a: Demolish the existing library and community center and construct
a combined facility (of approximately 42,000 sf) for the library program as
defined in the Final Report. The remains of the existing parking lot would be
connected to a new one-story librarylocated along Middlefield Road. The
new community center would be located at the southwest comer of the site.
Option 3b: Demolish the existing library and community center and construct
a combined facility (of approximately 51,000 sf) for the library program as
defined in the Final Report. The remains of the existing parking lot would be
connected to a new two story library located along Middlefield Road. The
new community center would be located at the southwest comer of the site.
1.1.2.5
1.1.2.6
THE MAIN LIBRARY is located at 1213 Newell Road and is the backbone of the City
Library network. The original building was designed by Edward Durell Stone and
constructed in 1956, then in 1982-84 the building was renovated and a 2,200 square foot
addition completed. The recommendations for the Main Library from the LSMAR report
and the Group 4 space study is add an addition to the existing building to accommodate a
new program room for the library, group study rooms and new public restrooms. The
new addition may range in size from 1,700-5,500 square feet in size. The existing Main
Library is 21,313 square feet on grade with a 5,000 square foot basement.
THE DOWNTOWN LIBRARY is located at 270 Forest Avenue across from the civic
center in downtown Palo Alto; it was constructed in 1971. The LSMAR and Group 4
space study recommendations for this branch include an analysis of program for this
branch and based on those recommendations a major interior renovation which would
include the structural, electrical (power, lighting, data) and mechanical systems of the
building.
1.2 RESPONSIBIITIES OF THE CITY
1.2.1 The City shall provide the following services and information if necessary for the Project.
1.2.1.5 Public Finance Consultant.
1.2.1.6 Testing and surveys and design or mitigation for hazardous materials.
City of Palo Alto - Contract C07122215 Page 2 of 28
1,3
1.3.1
1.3.2
1.3.3
1.2.1.7
1.2.1.8
1.2.1.9
Scheduling of and advertising for community meetings and Public Hearings.
Geotechnical Engineering.
Topographic & Boundary surveys
RESPONSIBILITIES OF THE CONSULTANTS
Basic Architect/Engineer design services shall include the following:
1.3.1.1
1.3.1.2
1.3.1.3
1.3.1.4
1.3.1.5
1.3.1.6
1.3.1.7
1.3.1.8
1.3.1.9
1.3.1.10
1.3.1.11
1.3.1.12
1.3.1.13
1.3.1.14
1.3.1.15
1.3.1.16
1.3.1.17
1.3.1.18
1.3.1.19
Architectural Design
Structural Engineering
Mechanical Engineering
Electrical Engineering
Civil Engineering
Traffic Engineering
Fire Protection Engineering
Communications Systems Design Criteria
Audio/Visual Systems Design Criteria
Acoustic Design Criteria
Low Voltage and Security Electronics Design Criteria
Landscape Design Concept
Cost Estimating
Documentation and Coordination for U.S. Green Building Council’s Leadership
in Energy and Environmental Design (LEED) requirements and Checklist for a
submission for LEED Silver (Building) rating.
Value Engineering
Construction Cost Consultant Services
Library Programmer Services
Building Technology Consultant Services
Environmental Consultant Services ~
Cost Estimating Services: The Consultant shall develop a cost estimate of sufficient detail for
a possible bond and/or parcel tax election in November of 2008. Cost estimates shall be
prepared as outlined in the scope of work for each task.
1.3.2.1 In addition, the City is currently designing a public safety building for a
November 2008 bond]parcel measure. The prices for utilities, finishes and 0thOr
similar items shall be compared between the two projects to ensure that their
costs are similar. The Consultant shall coordinate with the cost-estimator for the
Public Safety Building project, identify reasons for significant cost discrepancies
between the two projects and work with the Public Safety Building estimator and
City staff to resolve and reconcile the estimates for any areas of significant
discrepancies. The Project Manager for the Public Safety Building project is
Susan Oldroyd, Ross Drutis Cusenbery Architecture, (707) 996.8448, extension
113.
Service Exclusions: Additional hazardous materials studies or abatement, base isolation
foundation system and design, construction document preparation beyond 35% plan
completion, bidding services, construction administration, geotechnical inspections during
construction, costs of permits or fees and production of as-built documentation and
geotechnical engineering services. Some of these items may be included in a future amended
contract.
2.0 PHASE I: BASIC SERVICES
2.0.1 SCOPE OF WORK
The CONSULTANTS Basic Services shall include all Task AI" Project Initiation, Task A2:
Site Analysis and Site Options for the Mitchell Park Library, Task B2: Site Analysis and Site
City of Palo Alto - Contract C07122215 Page 3 of 28
2.1
2.1.1
2.1.2
Options for the Main Library, Task A3: Conceptual Design for the Mitchell Park Library,
Task B3: Conceptual Design for the Main Library, Task C3: Conceptual design for the
Downtown Library, Task A4: Schematic Design for the Mitchell Park Library, Task B4:
Schematic Design for the Main Library, Task C4: Schematic Design for the Downtown
Library, Task D: Participation, Task El: Environmental Clearance for Mitchell Park Library,
Task E2: Environmental Clearance for Main Library and Task E3: Historic Architectural
Consultant for the Main Library.
TASK A: DESIGN
TASK A1 - PROJECT INITIATION
2.1.1.1 Design Kick-Off Meeting:
2.1.1.1.1 The Consultant shall meet with Public Works and Library
Department representatives to verify the architectural program,
adjacency, operational assumptions, and budget.
2.1.1.1.2 Consultant shall prepare and refine the project management tools:
work plan, participation plan, project directory, and project schedule.
2.1.1.1.3 The Consultant shall review information and documents provided by
the City and Library.
2.1.1.1.4 Project Kick-Off Meeting
2.1.1.2 Deliverables: Project Schedule and Work Plan, Participation Plan, and Project
Directory
TASK A2 - SITE ANALYSIS AND SITE OPTIONS FOR MITCHELL PARK LIBRARY
2.1.2.1 Site Analysi; and Site Options
2.1.2.1.1 The Consultant shall analyze the Mitchell Park Library
2.1.2.1.2
2.1.2.1.3
2.1.2.1.4
2.1.2.1.5
2.1.2.1.6
2.1.2.1.7
2.1.2.1.8
and
Community Center sites for opportunities and constraints related to
the development of a library and possible community center.
The Consultant shall review City-provided site information,
including survey reports, zoning and planning ordinances, and other
site reports, and planning and traffic documents.
The Consultant shall prepare diagrams for site options that address
building location and massing, pedestrian and traffic circulation,
library and community center operational functions (such as book
drop-off, deliveries, and refuse collection), project phasing, and other
relevant considerations.
The Consultant shall develop conceptual cost models for the site
options.
The Consultant shall meet with the City’s Planning Department in
order to confirm zoning, environmental review requirements,
identify any other approval requirements and to review site diagrams
and massing.
The Consultant shall refine the site strategy diagrams for review by
the Project Management Team (PMT) and for presentation at a
public meeting. The PMT is comprised ot~ City staff, City board
members and residents and guided the preparation of the Final
Report during the initial study phase.
The Consultant shall refine and develop the preferred site option to
address grading, relationship to street, pedestrian and vehicle access,
parking, deliveries, refuse collection, book drop-offs, and related
concerns.
The Consultant shall refine the conceptual cost model for the
preferred site option.
City of Palo Alto - Contract C07122215 Page 4 of 28
2.1.2.1.9 The Consultant shall prepare a preliminary traffic report to analyze
impacts of the project on the traffic, develop the parking
requirements for the project.
The Consultant shall study the realignment of the site entrance
opposite Mayview Avenue.
If an entrance realignment at Mayview Avenue is feasible, the
Consultant shall develop a schematic design including identifying
utility relocations, signal modifications and other design features that
might impact project construction costs.
2.1.2.2 Deliverables: Summary site program, Site Option diagrams, Site Option Cost
Models, Refined Preferred Site Option and Cost Model, Parking and Traffic
Analysis, and Mayview Avenue Alignment Analysis
2.1.2.3 City Responsibilities: Review and comment on site development strategies,
survey, Geotech.
2.1.3 TASK B2
2.1.3.1
SITE ANALYSIS AND SITE OPTIONS FOR THE MAIN LIBRARY
Site Analysis and Site Options
2.1.3.1.1 The Consultant shall analyze the site for opportunities
2.1.3.1.2
2.1.3.1.3
2.1.3.1.6
2.1.3.1.7
and
constraints related to the development of an addition to the Main
Library.
The Consultant shall revie~v City-provided site information,
including survey reports, zoning and planning ordinances, and other
site reports, and planning and traffic documents.
The Consultant shall prepare diagrams for site options that address
building location and massing, pedestrian and traffic circulation,
library operational functions (such as book drop-off, deliveries; and
refuse collection), project phasing, and other relevant considerations.
The Consultant shall develop conceptual cost models for the site
options.
The Consultant shall meet with the City’s Planning Department in
order to confirm zoning, environmental review requirements,
identify any other approval requirements and to review site diagrams
and massing.
The Consultant shall refine the site strategy diagrams for review by
the Project Management Team (PMT) and for presentation at a
public meeting. The PMT is comprised of City staff, City board
members and residents and guided the preparation of the Final
Report during the initial study phase.
The Consultant shall refine and develop the preferred site option to
address grading, relationship to street, pedestrian and vehicle access,
parking, deliveries, refuse collection, book drop-offs, and related
concerns.
The Consultant shall refine the conceptual cost model for the
preferred site option.
The Consultant shall prepare a preliminary traffic report to develop
the parking requirements for the project.
2.1.3.2 Deliverables: Summary site program, Site Option diagrams, Site Option Cost
Models, Refined Preferred Site Option and Cost Model, and Parking Analysis.
City Responsibilities: Review and comment on site development strategies, Survey, Geotech.
City of Palo Alto - Contract C07122215 Page 5 of 28
2.1.4
2.1.5
TASK A3: CONCEPTUAL DESIGN FOR THE MITCHELL PARK LIBRARY
2.1.4.1 Conceptual Design
2.1.4.1.1 The Consultant shall: prepare exhibits for a Design
2.1.4.1.4
2.1.4.1.5
2.1.4.1.6
2.1.4.1.9
Values
Workshop with the community in Order to address site, interior and
exterior needs values and design goals.
The Consultant shall prepare summary of findings resulting from the
Design Values Workshop
The Consultant shall prepare a building program based on the
pr.eferred Site Option and the direction received from the City that
includes the general requirements, space need descriptions, and
spatial relationships for the proposed library and community center.
The Consultant shall develop up to three preliminary site plan
alternatives for City review. These diagrammatic plans will show
preliminary landscape and. hardscape concepts as well as
relationships with Mitchell Park.
The Consultant shall develop up to three preliminary floor plan
alternatives for City review. These plans will show preliminary
architectural concepts and adjacencies of most significant spaces.
The Consultant shall prepare up to three preliminary exterior
alternative illustrations showing varied approaches that respond to
input gathered in the Design Values process. These may include
building elevations, vignettes, and/or photomontages.
The Consultant shall prepare exhibits of design alternatives for City
input..
The Consultant shall prepare a refined conceptual floor plan, site
plan, and preliminary exterior illustration that reflect the City’s input
and comments.
The Consultant shall conduct Integrated Design Workshop #1
’(IDW#1) for the Mitchell Park Library with City representatives and
the Design Team (the project architect and technical sub-consultants)
to discuss sustainable goals and objectives, review the LEED matrix
and to identify strategies and opportunities to meet the goals and
objectives as established by the team.
Based on the preferred Conceptual Design, the Consultant shall
develop an Estimate of Probable Construction Costs.
The Consultant shall prepare a CAD program verification diagram
identifying all spaces and furniture identified in the building
program.
2.1.4.2 Deliverables: Exhibits for meetings, Site plans, floor plans, and exterior
illustrations, Illustrations of refined selected conceptual design alternative,
Summary of IDW #1 and the LEED worksheet, Estimate of Probable
Construction Costs, Program verification diagrams, Mitchell Park Library and
Community Center Program draft report (electronic format and one reproducible
unbound print copy), and Mitchell Park Library and Community Center Program
final report (bound print copies and one electronic copy on CD-ROM)
2.1.4.3 City Responsibilities: Review and comment on conceptual design alternatives,
Participation in Integrated Design Workshop #1 (IDW#1), and Review and
comment on draft report.
TASK B3: CONCEPTUAL DESIGN FOR THE MAIN LIBRARY
2.1.5.1 Conceptual Design
City of Palo Alto -Contract C07122215 Page 6 of 28
2.1.5.1.1
2.1.5.1.4
2.1.5.1.5
2.1.5.1.6
2,1.5.1.9
The Consultant shall: prepare exhibits for a Design Values
Workshop with the community in order to address site, interior and
exterior needs values and design goals.
The Consultant shall prepare summary of findings resulting from the
Design Values Workshop
The Consultant shall prepare a building program based on direction
from the City and the preferred Site Option that includes the general
requirements, space need descriptions, and spatial relationships for
the proposed library.
The Consultant shall develop up to two preliminary site plan
alternatives for City review. These diagrammatic plans will show
preliminary landscape and hardscape concepts as well as site
relationships with the Art Center.
The Consultant shall .develop up to two preliminary floor plan
alternatives for City review. These plans will show preliminary
architectural concepts and adjacencies of most significant spaces.
The Consultant shall prepare up to two preliminary exterior
alternative illustrations showing varied approaches that respond to
input gathered in the Design Values process. These may include
building elevations, vignettes, and/or photomontages.
The Consultant shall prepare exhibits of design alternatives for City
input.
The Consultant shall prepare a refined conceptual floor plan, site
plan, and preliminary exterior illustration that reflect the City’s input
and comments.
The Consultant shall conduct Integrated Design Workshop #1
(IDW#I) for the Main Library with City representatives and the
Design Team (the project architect and technical sub-consultants) to
discuss sustainable goals and objectives, review the LEED matrix
and to identify strategies and opportunities to meet the goals and
objectives as established by the team.
Based on the preferred Conceptual Design, the Consultant shall
develop an Estimate of Probable Construction Costs.
The Consultant shall prepare a CAD program verification diagram
identifying all spaces and furniture identified in the building
program.
2.1.5.2 Deliverables: Exhibits for meetings, Site plans, floor plans, and exterior
illustrations, Illustrations of refined selected conceptual design alternative,
Summary of IDW #1 and the LEED worksheet, Estimate of Probable
Construction Costs, Program verification diagrams, Main Library Program draft
report (electronic format and one reproducible unbound print copy), and Main
Library Program final report (bound print copies and one electronic copy on CD-
ROM)
City Responsibilities: Review and comment on conceptual design alternatives, Participation in Integrated
Design Workshop #1 (]])W#1), and Review and comment on draft report.
2.1.6 TASK C3: CONCEPTUAL DESIGN FOR THE DOWNTOWN LIBRARY
2.1.6.1 Conceptual Design
2.1.6.t.1 The Consultant shall prepare a building program based on
information collected from the Library Advisory Commission, and
the direction received from the City that includes the general
City of Palo Alto - Contract C07122215 Page 7 of 28
2.1.6.2
2.1.6.3
2.1.6.1.2
2.1.6.1.3
2.1.6.1.4
2.1.6.1.5
requirements, space need descriptions, and spatial relationships for
the proposed library.
The Consultant shall develop up to two preliminary floor plan
alternatives for City review. These plans will show preliminary
" architectural concepts and adjacencies of most significant spaces.
The Consultant shall prepare exhibits of design alternatives for City
input.
The Consultant shall prepare a refined conceptual floor plan, and site
plan that reflects the City’s input and comments:
The Consultant shall conduct Integrated Design Workshop #1
(IDW#1) for the Downtown Library with City representatives and
the Design Team (the project architect and technical sub-consultants)
to discuss sustainable goals and objectives, review the LEED matrix
and to identify strategies and opportunities to meet the goals and
objectives as established by the team.
Based on the preferred Conceptual Design, the Consultant shall
develop an Estimate of.Probable Construction Costs.
The Consultant shall prepare a CAD program verification diagram
identifying all spaces and furniture identified in the building
program.
Deliverables: Exhibits for meetings, Site plans, floor plans, Illustrations of
refined selected conceptual design alternative, Summary of IDW #1 and the
LEED worksheet, Estimate of Probable Construction Costs, Program verification
diagrams, Downtown Library Program draft report (electronic format and one
reproducible unbound print copy), and Downtown Library Program final report
(bound print copies and one electronic copy on CD-ROM)
City Responsibilities: Review and comment on conceptual design alternatives,
Participation in Integrated Design Workshop #1 (IDW#1), and Review and
comment on draft report.
2.1.7 TASK A4: SCHEMATIC DESIGN FOR THE MITCHELL PARK LIBRARY
2.1.7.1 Schematic Design
2.1.7.1.1 The Consultant shall Develop and refine the preferred site and
building design alternatives incorporating sustainable LEED Silver-
level design goals as established in IDW#1.
2.1.7.1.2 Develop a conceptual approach to building systems such as
structural, mechanical, electrical, fire protection,
telecommunications, and other building systems.
2.1.7.1.3 Conduct Integrated Design Workshop #2 for the Mitchell Park
Library, update design strategies to meet sustainable design and
other project goals. The workshop shall be attended by City
representatives and the Design Team.
2.1.7.1.4 Establish approaches to structural, mechanical, electrical, civil,
lighting, fire protection, and technology/AV systems.
2.1.7.1.5 Develop CAD floor plan, site plan and primary elevations for the
preferred design alternative for stakeholder input.
2.1.7.1.6 Refine the CAD plans based on stakeholder input, and add furniture
and stack layouts for stakeholder input.
2.1.7.1.7 Refine the site plan and building elevations and prepare building
sections.
2.1.7.1.8 Prepare presentation-quality renderings of the proposed building
exterior (one) and interior spaces (up to three).
City of Palo Alto - Contract C07122215 Page 8 of 28
2.1.7.1.9
2.1.7.1.10
2.1.7.1.11
2.1.7.1.12
2.1.7.1.13
Prepare outline specifications as needed for cost-estimating clarity
Prepare an estimate of probable construction cost in detailed
construction system format.
Based on direction from the PMT, prepare a preliminary phasing
plan for development of the proposed new library and community
center.
Prepare material sample boards.
Prepare a Schematic Design report to include a proposed
construction phasing plan.
2.1.7.2 Deliverables: 5 full-size sets and 20 half-sized sets of Mitchell Park Library
Schematic Design Packages for staff review consisting of:
.Site plan
¯ArchiteCtural plans, elevations, and sections
¯Structural plans
¯Building system plans
¯Any relevant supporting materials
Furniture.and stack layout plans, U.S. Green Building Council’s Leadership in
Energy and Environmental Design (LEED) Sustainable Design Consultation and
Checklist, Estimate of probable construction cost, Schematic Design report
(electronic format plus one reproducible unbound print copy), outline
specifications in CSI format, preliminary exterior product/finish boards for
review by boards and commissions, preparation of a model for the ARB, and
other deliverables for various City boards are contained below in Task D:
Participation.
2.1.7.3 City Responsibilities: Review and comment on interim schematic design
documents, Review and comment on draft Schematic Design report, and
Participate in IDW #2.
2.1.8 TASK B4: SCHEMATIC DESIGN FOR THE MAIN LIBRARY
2.1.8.1 Schematic Design
2.1.8.1.1 The Consultant shall Develop and refine the preferred site and
building design.alternatives incorporating sustainable LEED Silver-
level design goals as established in IDW#1.
2.1.8:1.2 Develop a conceptual approach to building systems such as
structural, mechanica!, electrical, fire protection,
telecommunications, and other building systems.
2.1.8,1.3 Conduct Integrated Design Workshop #2 for the Main Library,
update design strategies to meet sustainable design and other project
goals. The workshop shall be attended by City representatives and
the Design Team.
2.1.8.1.4 Establish approaches to structural, mechanical, electrical, civil,
lighting, fire protection, and technology/AV systems.
2.1.8.1.5 Develop CAD floor plan, site plan and primary elevations for the
preferred design alternative for stakeholder input.
2.1.8.1.6 Refine the CAD plans based on stakeholder input, and add furniture
and stack layouts for stakeholder input.
2.1.8.1.7 Refine the site plan and building elevations and prepare building
sections.
2.1.8.1.8 Prepare presentation-quality renderings of the proposed building
exterior (one) and interior spaces (up to two).
2.1.8.1.9 Prepare outline specifications as needed for cost-estimating clarity
City of Palo Alto - Contract C07122215 Page 9 of 28
2.1.9
2.1.8.1.10 Prepare an estimate of probable construction cost in detailed
construction system format.
2.1.8.1.11 Prepare material sample boards.
2.1.8.1.12 Prepare a Schematic Design report to include a proposed
construction phasing plan.
2.1.8.2 Deliverables: 5 full-size sets and 20 half-sized sets of the Main Library
Schematic Design Packages for staff review consisting of:
¯Site plan
¯Architectural plans, elevations, and sections
.Structural plans
.Building system plans
.Any relevant supporting materials
Furniture and stack layout plans, U.S. Green Building Council’s Leadership in
Energy and Environmental Design (LEED) Sustainable Design Consultation and
Checklist, Estimate of probable construction cost, Schematic Design report
(electronic format plus one reproducible unbound print copy), outline
specifications in CSI format, preliminary exterior product/finish boards for
review by boards and commissions, preparation of a study model for the ARB,
and other deliverables for various City boards are contained below in Task D:
Participation.
2.1.8.3 City Responsibilities: Review and comment on interim schematic design
documents, Review and comment on draft Schematic Design report, and
Participate in IDW #2.
TASK C4: SCHEMATIC DESIGN FOR THE DOWNTOWN LIBRARY
2.1.9.1 Schematic Design
2.1.9.1.1 The Consultant shall Develop and refine the preferred conceptual
design alternative incorporating sustainable LEED Silver-level
design goals as established in IDW#1.
2.1.9.1.2 Develop a conceptual approach to building systems such as
structural, mechanical, electrical, fire protection,
telecommunications, and other building systems.
2.1.9.1.3 Conduct Integrated Design Workshop #2 for the Downtown Library,
update design strategies to meet sustainable design and other project
goals. The workshop shall be attended by City representatives and
the Design Team.
2.1.9.1.4 Establish approaches to structural, mechanical, electrical, civil,
lighting, fire protection, and technology/AV systems.
2.1.9.1.5 Develop CAD floor plan, and primary interior elevations for the
preferred design alternative for stakeholder input.
2.1.9.1.6 Refine the CAD plans based on stakeholder input, and add furniture
and stack layouts for stakeholder input.
2.1.9.1.7 Refine the floor plan and interior elevations and prepare interior
vignettes.
2.1.9.1.8 Prepare presentation-quality renderings of the proposed building
interior spaces (up to two).
2.1.9.1.9 Prepare outline specifications as needed for cost-estimating clarity
2.1.9.1.10 Prepare an estimate of probable construction cost in detailed
construction system format.
2.1.9.1.11 Prepare a Schematic Design report to include a proposed
construction phasing plan.
City of Palo Alto - Contract C07122215 Page 10 of 28
2.1.9.2 Deliverables: 5 full-size sets and 20 half-sized sets of the Downtown Library
Schematic Design Packages for staff review consisting of:
-Site plan
-Architectural floor plans, interior elevations, and sections
-Structural plans
¯Building system plans
-Any relevant supporting materials
Furniture and stack layout plans, U.S. Green Building Council’s Leadership in
Energy and Environmental Design (LEED) Sustainable Design Consultation and
Checklist, Estimate of probable construction cost, Schematic Design report
(electronic format plus one reproducible unbound print copy), outline
specifications in CSI format, preliminary exterior product/finish boards for
review by boards and commissions, and other deliverables for various City
boards are contained below in Task D: Participation.
2.1.9.3 City Responsibilities: Review and comment on interim schematic design
documents, Review and comment on draft Schematic Design report, and
Participate in IDW #2.
2.1.10 TASK D: PARTICIPATION
In addition to meeting with staff as needed to discuss design direction, the following meetings
are included in the Scope of Work:
2.1.10.1 Design Phase Meetings and Presentations
2.1.10.1.1 Task A1; Project Initiation
2.10.1.1.1 Project Kickoff meeting (meeting with Project
Management Team)
2.1.10.1.2 Task A2 and B2: Site Analysis and Site Options for Mitchell Park
Library and the Main Library.
2.10.1.2.1 2 meetings with Project Management Team
2.1.10.1.3 Task A3, B3, and C3: Conceptual Design for the Mitchell Park
Library, the Main Library and the Downtown Library
2.10.1.3.1 4 meetings with City staff and Project Management
Team
2.10.1.3.2 1 Integrated Design Workshop
2.10.1.3.3 2 Community input meetings as-needed
2.10.1.3.4 1 meeting with City code, fire, and safety officials ¯
2.10.1.3.5 Public hearings with thefollowing boards and
commissions :
1.10.1.3.5.1 1 Library Advisory Commission
Meeting
1.10.1.3.5.2 1 Parks &Recreation Commission
Meeting
1.10.1.3.5.3 1 Planning Commission Meeting
1.10.1.3.5.4 1 meeting with the Planning
department’s Development Review
Committee (DRC)
1.10.1.3.5.5 1 Architectural Review Board Meeting
2.10.1.3.6 1 City CouncilMeeting
2.1.10.1.4 Task A4, B4 and C4: Schematic Design for Mitchell Park Library,
the Main Library and the Downtown Library.
2.10.1.4.1 5 meetings with City staff and Project Management
Team
2.10.1.4.2 1 meeting with City code, fire, and safety officials
City of Palo Alto - Contract C07122215 Page 11 of 28
2.1.10.1.5
2.10.1.4.3
2.10.1.4.4
2.10.1.4.5
2.10.1.4.6
Public hearings with the
commissions :
1.10.1.4.3.1
1.10.1.4.3.2
1.10.1.4.3.3
1.10.1.4.3.4
1.10.1.4.3.5
following boards and
1 Library Advisory Commission
meeting
1 Parks and Recreation Commission
meeting
1 Public Arts Commission meeting
1 Architectural Review Board meeting
1 Planning Commission meeting
1 Integrated Design Workshop
3 Community meetings as-needed
1 City Council meeting
Cost Estimating Services
2.10.1.5.1 2 meetings with City staff and public safety building
cost estimator
2.1.11 TASK E: SPECIALIZED SERVICES
2.1.11.1 TASK E1: ENVIRONMENTAL CLEARANCE FOR MITCHELL PARK LIBRARY
2.1.11.1.1 Provide environmental review in the form of a Mitigated Negative
Declaration (MND) for two design scenarios (one scenario with a
new library and community center and a second scenario with a new
library and existing community center to remain) and provide the
necessary documentation services or assist City staff per the
following process:
2.1.11.1.2 Initial data collection and review to investigate and verify site
conditions (Consultant task)
2.1.11.1.3 Develop Project Description and complete City’s initial study
checklist (Consultant task)
2.1.11.1.4 Staffreview of above (Planning Department task)
2.1.11.1.5 Update transportation and circulation study (Consultant Task)
2.1.11.1.6 Hazardous materials impact assessment based on reports that were
prepared in 2002 by City (Planning Department task)
2.1.11.1.7 Review of Subconsultant Reports (Public Works, Planning task)
2.1.11.1.8 Submittal of Administrative Draft (Consultant task)
2.1.11.1.9 City Staff comments (Public Works, Planning task)
2.1.11.1.10 Submittal of Screen Check Administrative Draft Initial Study
(Consultant task)
2.1.11.1.11 City Staff comments on Screen Check (Public Works, Planning task)
2.1.11.1.12 Circulate MND (Planning task)
2.1.11.1.13 Public Hearing MND (Planning task)
2.1.11.2
2.1.11.3
TASK E2: ENVIRONMENTAL CLEARANCE FOR MAIN LIBRARY
2.1.11.2.1 Provide environmental review in the form of an
amendment to the Environmental Impact Report
completed in May 2002, and provide assistance to City
staff as directed.
TASK E3 : HISTORIC ARCHITECTURAL CONSULTANT FOR MAIN LIBRARY
2.1.11.3.1 Throughout the design of the addition and renovation of the Main
Library, the Historic Architectural Consultant shall provide design
support to the team in regards to the historic integrity of the building.
Included in this work shall be design meetings, reviewing and
City of Palo Alto - Contract C07122215 Page 12 of 28
2.1.12
commenting on design progress and attendance at key meetings and
presentations.
TASK F: REIMBURSABLE ALLOWANCE
2.1.12.1.1 Reimbursables covers the Cost of color printing, copying, plots, delivery, faxes,
and other items not covered in above Tasks.
2.1.12.1.2 The cost of travel and meals shall be included in Task D: Participation
2.1.12.1.3 It is anticipated that the reimbursablebudget includes the following:
2.12.1.3.1 Plan sets for the following meetings:
¯Library Advisory Commission (18 half-size sets)
¯Parks and Recreation Commission (11 half-size sets)
-Public Arts Commission (10 half-size sets)
,Architectural Review Board (7 half-size sets and 1 full-size
set)¯Planning and Transportation Commission (10 half-size sets)
,Development Review Committee (1. 5 full-size sets)
.City Council (10 half-size sets)
¯Community meetings (5 full-size sets)
2.12.1.3.2 Progress plans and specifications for staff review
2.12.1.3.3 Plans and graphics for Project Management Team meetings
2.12.1.3.4 Presentation graphics and documentation for public meetings
2.12.1.3.5 Meeting attendance and facilitation
2.12.1.3.6 Meeting summaries
2.1.7.1.3.7 Technical back-up for presentation data
2.1.13 TASK G: OPTIONAL ADDITIONAL SERVICES
2.1.13.1 If approved by the City Project Manager in advance and in writing,
additional services may include but are not limited to: additional
meetings, study scenarios, additional subconsultants or cost estimates.
2.2 PHASE II: SUPPLEMENTAL ADDITIONAL SERVICES (Not Included in this
Scope of Work)
212.1.1 Upon successful completion of the above Scope of Work, the Consultant
may be asked to negotiate a fee for continued design of the Mitchell Park
Library, the Main Library or the Downtown Library if sufficient funding is
found for the project(s).
This work might include, but not be limited to, continued design for
construction and the incorporation of public art into the design.
Other services excluded from this phase that may be included in
subsequent phases:
2.2.1.3.1 Design Development, Construction Documents, Bidding and
Award, Construction Administration, Project Close Out and
Record Document services.
2.2.1.3.2 Final specifications in CSI format.
2.2.1.3.3 Interior design, furniture selection, equipment selection,
signage design, public art and or other specialized design or
technical services.
2.2.1.3.4 Analyses of other sites or buildings.
2.2.1.3.5 Additional meetings and presentations.
2.2.1.3.6 Additional scale models.
City of Pal0 Alto - Contract C07122215 Page 13 of 28
Services of other Consultants other than those listed in Basic
Services.
Other services not specifically identified under Basic Services
above.
City of Palo Alto - Contract C07122215 Page 14 of 28
EXHIBIT "B"
SCHEDULE OF PERFORMANCE - INITIAL DESIGN PHASE
CONSULTANT shall perform the services described in project tasks so as to complete each milestone
within the time specified. The time to complete each milestone may be increased or decreased by mutual
written agreement of the project managers for CONSULTANT and the CITY. CONSULTANT shall
provide a detailed schedule of work consistent with the schedule below within 14 days of receipt of the
Notice to Proceed.
Task Completion from NTP
Notice to Proceed
Task A, B, C Design
Task AI: Project Initiation
Task A2, B2: Site Analysis and Site Options
Task A3, B3, C3: Conceptual Design
Task A4, B4, C4: Schematic Design
Task D: Participation
Task E: Specialized Services
Task El: Environmental Clearance for Mitchell Park
Task E2: Environmental Clearance for Main Library
Task E3: Historic Renovation for Main Library
May 2007
May2007
May-June 2007
June-Aug 2007
Sept-Nov 21,2007
Concurrent w/Task A,B, C
Concurrent w/Task A1, A2,
and A3
Concurrent w/Task A1, B2,
and B3
Concurrent w/ Tasks A1, B2,
B3 and B4
City of Palo Alto - Contract C07122215 Page 15 of 28
Task Description
EXHIBIT "C"
COMPENSATION - INITIAL DESIGN PHASE
Not to Exceed Compensation Basis
TASK A1:
Basic Services
TASK A2:
Basic Servaces
TASK B2:
Basic Services
TASK A3:
Basic Services
TASK B3:
Basic Services
TASK C3:
Basic Services
TASK A4:
Basic Services
TASK B4:
Basic Services
TASK C4:
Basic Services
TASK D:
Basic Services
TASK E 1:
Basic Services
TASK E2:
Basic Servaces
TASK E3:
Basic Services
Project Initiation $18,100 Lump Sum
Site Analysis and Site Options
’ for Mitchell Park Library
Site Analysis and Site Options
for Main Library
Conceptual design for Mitchell
Park Library
Conceptual design for Main
Library
Conceptual design for
Downtown Library
Schematic Design for Mitchell
Park Library
Schematic Design for Main
Library
Schematic Design for
Downtown Library
Participation
Environmental Clearance for
Mitchell Park
Environmental Clearance for
Main Library
Historic Architectural
Consultant for Main Library
$97,100
$32,900
$166,700
$85,600
$43,100
$297,400
$151,500
$90,300
$65,400
$20,000
$15,000
$40,000
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Lump Sum
Per Meeting
Time and Materials
Time and Materials
Time and Materials
Sub-total Basic Services
Reimbursable Expenses (Task F)
Total Basic Services and Reimbursable expenses
Additional Services (Not to Exceed) (Task G)
Maximum Total Compensation
$1,123,100.00
$45,000.00
$1,168,100.00
$112,300.00
$1 ~280~400.00
City of Palo Alto - Contract C07122215 Page 16 of 28
REIMBURSABLE EXPENSES
Reimbursable expenses related to the project are billable at 1.10 times direct cost or at the rates indicated
below. Such costs include, but are not necessarily limited to:
Outside service printing/copying of drawings and documents of any size.
In-house printing of CAD check sets and presentation drawings larger than 1 l"x 17": $2.00 per
square foot.
In-house black & white photocopying for draft and final reports and specifications: $.20 per page,
In-house color and grayscale printing and photocopying up to 1 l"x 17" for in-house, consultant or
client use: $1.25 per page.
Software purchase and licensure on behalf of the client.
Postage, delivery and messenger service.
Photographic and digital imaging.
Architectural renderings and scale models.
Travel expenses outside the Bay Area (200 miles round trip from San Francisco).
Subconsultant costs not part of Basic Services.
Presentation boards.
Facilitation tools.
Workshop accessories.
Workshop facilitation materials.
All requesfs for payment of expenses shall be accompanied by appropriate backup information. Any
expense anticipated to be more than $1,000.00 shall be approved in advance by the CITY’s project
manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide Additional Services only by advanced, written authorization from the
CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a detailed written
proposal including a description of the scope of services, schedule, level of effort, and CONSULTANT’s
proposed maximum compensation, including reimbursable expense, for such services based on the rates
set forth in Exhibit C-1. The additional services scope, schedule and maximum compensation shall be
negotiated and agreed to in writing by the CITY’s Project Manager and CONSULTANT prior to
commencement of the services. Payment for additional services is subject to all requirements and
restrictions in this Agreement.
City of Palo Alto - Contract C07122215 Page 17 of 28
EXHIBIT "C-1" - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
(and Meeting Rates for Additional Services)
Group 4
Position
Principal -in-charge
Principal
Project Manager
Project Designer
Professional I
Professional II
Professional III
Technical I
Technical II
Technical III
Project Support
Hourly Rate
$180
$160
$140
$i40
$120
$110
$100
$110
$100
$90
$70
Meeting Type (Architect only)
Project Management Team
Commission Meeting
City Council Presentation
Town Hall/Community Meeting
Fee
$1,000
$2,000
$2,500
$5,000
Meeting Type (Architect +One
Consultant)
Project Management Team
Commission Meeting
City Council Presentation
Town Hall/Community Meeting
Fee
$1,750
$3,000
$3,500
$6,000
City of Palo Alto - Contract C07122215 Page 18 of 28
EXHIBIT "C-I" - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
Gates & Associates - Landscape
Position Hourly Rate
President
Principal
Senior Associate
Irrigation Designer
Associate
Draftspersons/Landscape Designer
Clerical Staff
$175
$120-$155
$105-$120
$110
$90-$105
$75-$90
$65-$75
City of Palo Alto - Contract C07122215 Page 19 of 28
EXHIBIT "C-1" - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
Davis Langdon - Cost Estimator
Position
Principals
Associates Principals
Senior Associates
A~sociates
Cost Planners
Clerical
Deposition and Trial
Hourly Rate
$220-$250
$180-$210
$160
$150
$90-$145
$65
AddifionN 50%
City of Palo Alto - Contract C07122215 Page 20 of 28
EXHIBIT "C-1 " - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
BKF Engineers - Civil
Position
Engineering
Associate
Project Manager
Engineer IV
Engineer I, II, III
Planning
Senior Planner
Associate Planner
Surveying
Project Manager
Surveyor I, II, III
Field Surveyor
Survey Party Chief
Survey Chairman
Apprentice I, II, III, IV
Design and Drafting
Technician I, II, III
Drafter I, II, III, IV
Stu’dent Engineers/Surveyor
Construction Administration
Senior Construction Admin.
Resident Engineer
Field Engineer I, II, III
Services and Expenses
Project Assistant
Clerical / Admin. Assistant
Principals’ time on projects
is chargeable at
Hourly Rate
$156
$148
$137
$97-$111-$125
$115
$109
$148
$97-$111-$125
$123
$123
$97
$51-$70-$80-$90
$93-$100-$109
$722580-$88-$96
$53
$146
$106
$97.$108-$124
$62
$55
$182-$206/hr
City of Palo Alto - Contract C07122215 Page 21 of 28
EXHIBIT "C-1" - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
Page + Moris - Program
Position
Kathryn Page
Assistant
Hourly Rate
$175
$75
City of Palo Alto - Contract C07122215 Page 22 of 28
EXHIBIT "C-1" - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
O’Mahony & Myer- Electrical
Position
Founding Principal
Principal
Project Electrical Engineer
Project Lighting Designer
Electrical/Lighting Designer
CAD Supervisor
CAD Technician
Administrative
Hourly Rate
$225
$190
$125
$125
$11o
$95
$85
$65
City of Palo Alto- Contract C07122215 Page 23 of 28
EXHIBIT "C-1" - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
Guttmann & Blaevoet - Mechanical
Position
Principal
Associate Principal
Associate
Senior Engineer
Engineer
CAD Manager
Designer
Drafter
Administrative
Hourly Rate
$195
$185
$155
$140
$120
$110
$105
$95
$60
City of Palo Alto - Contract C07122215 Page 24 of 28
EXHIBIT "C-1 " - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
Rutherford & Chekene- Structural
Position Hourly Rate
Executive Principals $190-$200
Principals $165-$185
Senior Engineers $120-$165
Engineers $95-$120
-Designers $85-$95
Field Technicians $85-$95
CADD Specialists $90-$105
CityofPalo Alto Contract C07122215 Page 25 of 28
EXHIBIT "C-I" - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
Watry Design Group - Parking
Position
Principal
Senior Project Manager
Project Manager
Assistant Project Manager
Senior Project Engineer
Project Engineer
Senior Project Architect
Project Architect
Senior Parking Planner
Parking Planner
Senior Job Captain
Job Captain
Senior Drafter
Staff Designer
Proj ect Administrator
Administrator
Condition Assessment
Legal Expert
Deposition
Litigation
Hourly Rate
$180
$150
$140
$135
$145
$135
$145
$135
$145
$130
$135
$130
$120
$110
$85
$70
$180
$230
$360
$400
City of Palo Alto -Contract C07122215 Page 26 of 28
EXHIBIT "C-1 " - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
Smith, Fause & McDonald Inc. - Technology
Position Hourly Rate
Principal Consultants/Engineers
Associates/Senior Engineers
Project Consultant/Engineers
Consultants/Engineers
Engineering Aides/CAD Operators
Pro ductiordAdministrative
$165
$145
$130
$110
$85
$60
City of Palo Alto - Contract C07122215 Page 27 of 28
EXHIBIT "C-1" - INITIAL DESIGN PHASE
HOURLY RATE SCHEDULE
David, J. Powers & Associates, Inc. - Environmental
Position Hourly Rate
Principal
Senior Environmental
Senior Project Manager
Environmental Specialist
Project Manager
Assistant Project Manager
Researcher
Draftsperson! Graphic Artist
Document Processor/Quality Control
Administrative Manager
Office Support
$205
$180
$158
$145
$135
$98
$82
$77
$77
$77
$60
Materials at
Outside Services and Subconsultan(s at
Mileage
cost plus 15%
cost plus 15%
per the current IRS
standard mileage rate
of the time costs occur
City of Palo Alto - Contract C07122215 Page 28 of 28
Client#: 160
CERTIFICATE
PR~OUCER
Dealey, Renton & Associates
P. O. Box 12675
Oakland, CA 94604-2675
510 465-3090
EXHIBIT "D"GRO, ARC .
OF LIABILITY INSURANCE
ITHIS CERTIFICATE IS ISSUED AS A MAI-[ER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATEHOLDER.THIS CERTIFICATE DOESNOT AMEND, EXTEND ORALTERTHECOVERAGE AFFORDEDBY THE POLICIESBELOW.
Group 4 Architecture
Research + Planning, Inc.
211 Linden Avenue
South San Francisco, CA 940801
cOVERAGES
I INSURERS AFFORDINGCOVERAGE
~NSURER A:Hartford Casuaity Insurance Co.
~NSURER e:Zurich American Insurance Co.
INSURER C:
INSURER O;
INSURER E:
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INOICATEO. NOTWITHSTANDING
ANY REQUIREMENT. TERM OR. CQNOITION OF ANY CONTRACT OR OTHER OOCUNIENT WiTH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
I MAY PERTAIN. THE INSURANCE AFFORDED 8Y THE POLICIES DESCRIBEO HEREIN IS SUBJECT TO ALL THE TERMS EXCLUSIONS AND CONOITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
-- i POLICY EFFECT ME ~OLICY EXPIRAT Ol’~!~pE OF,NSURA.CE POL,CY NUMBEROAT~l~,OO,~.t OAT~lM~,OO"m L,M,TS
~T GE~E~,L UAB~UTY 57SBALT2278 07/18/06 07/18107 EACH OCCURRENCE $2,000,000
iGeneral Liab
Excludes Claims
Arising Out Of
The Performance
Qf Professional
Services
07/18/06 07/18/07
X--1COM M ERCIAL GENERAL LIA8
__ J cLAIMS MADE [~ OCCUR
GENERJ~L AGGREGATE s4~0~0,000
PRODUCTS -COMPIOP AGG $4,000,000
$2,000,000
BODILY INJURY
Pe(person)
BODILY INJURY
Pet accident)
PROPE&TY DAMAGE
(per accldenl)
~.UTO ONLY - EA ACCIOENT $
OTHER THAN EA ACC .1;
AUTO ONLY:AGG
EACH OCCURRENCE
AGGREGATE
WC STATU-I OTH-
TORY LIMIT5 1
E.L EACH ACCIDENT
E.L. O~SE,~.SE -EA EMPLOYEE
E.L DISEASE - POLICY LIMIT
$2,000,000 per claim
$2,000,000 annl aggr.
57SBALT2278AAUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED AUTOS
ICOMBINED SINGLE LIMIT
(Ca accident)
--I SCHEOULEO AUTOS
X !HIREO AUTOS
X NON-OWNE0 AUTOS
GAFtAG E LIABILITY
L~ESS LIABILITY
___~ OCCUR [~ CLAIMS MADE
DEOUCTIBLE
AETENTION $
WORKERS COMPE~NSATION AND
EMPLOYERS’ LIABILITY
B OTHER professional /EQC9138.76800 07122106 07122107
,_lability
DESCRIPTION OF OpEP..ATIONSILOCATIoNSIVEHICLESIEXCLUSIONS ADDED BY ENOORSEMENTISPECIAL PROVISIONS
Project : Mitchell Park Library
All Operations of the Named Insured
CERTIFICATE HOLDER I I AOOITIONALINSUREO;INSURERLETTER:
City of Paid Alto
Purchasing and Contract Administration
Attn: Jose Arreolo
250 Hamilton Ave
PaloAIto, CA 94303
ACORD 25-S (7/97)1 of 1 #M166762
CANCELLATION
SHOULO ANYOF THE ABOVE O ESCRIB ED POLICIES BE C.,VICELLEO 8 EFORE~ TH E EXPIRAT10N
DATE THEREOF, THE ISSUING INSURER Wl~,.h(~)(~l~ TQMAIL3~___OAYSWRIT[E-N
No’ncETOTHE CERTIFICATE ROLOERN,aJME0 TOTI-IE
AUTHORIZED REPRESENTATIVE
LJT e ACORD CORPORATION 1988
Client#: 160
CERTIFICATE
PRODUCER
Dealey, Renton & Associates
P. O. Box 12675
Oakland, CA 94604-2675
510 465~3090
Group 4 Architecture
Research + Planning, Inc.
211 Linden Avenue
South San Francisco, CA 94080
COVERAGES
GR- )4ARC
LIABILITY INSURANCE I07’O /o OATE’MM’DB ’’
THIS CERTIFICATE IS ISSUED AS AMATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER.THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDEDBY THE POLICIES BELOW.
OF
INSURERS AFFORDING COVERAGE
INSURERA: American Automobile Ins. Co. i’P ;~.
INSURER B:
INSURER C:
iNSURER 0:
INSURER E:
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
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 8Y THE POLICIES OF_SCRIBED HEREIN IS SUBJECT TO ALL: THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
I POLICIES. AGGREGATE LINIITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. .NSR R POLICY EFFECTIVE DLICY EXPIRATIOLTR J TYPE OF INSURANCE POLICY NUMBE OATE (MMIDDfY’Y)OATE
GENERAL LIABILITY
~CQMM ERCIAL GEN ERAL~L lAB ILITY
____J CLAIMS MADE U OCCUR
GEN’L AGGREGATE LIM IT APPLIES PER:F-q PRO-I-~ LOC
----] POLICYI I JECT
AUTOMOBILE UAelLITY
ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTQS
RETENTION
A WORKERS COMPENSATION AND
EMPLOYERS’ LIABILITY
OTHER
LIMITS
EACH OCCURRENCE
FIRE DAMAGE (Any one tire)$
’ MEO EXP (Any one person)$
PERSONAL & ADV INJURY
GENERAL A~GREGATE
PRODUCTS -COMP!OP AGG "
¯COMBINED SINGLE LIMIT $
(Ea accident)
BODILY INJURY
8DOILY INJURY $(Per accidenl)
PROPERTY DAMAGE $
(Per accident)
AUTO ONLY - EA ACCIDENT
EA ACCOTHER THAN.
AUTO ONLY; AGG
EACH OCCURRENCE
AGGREGATE
WC STATU-
E.L. EACH ACCIOENT
E.L. DISEASE -EA EMPLOYEE s1,000,000
E.L DISEASE -POLICY LIMIT 51,000,000
$
$
$
$
$
WZPB0943234 07/01/06 07/01/07
DESCRIPTION OF OPEFLATIORSILOCATIONS/VEHICLESIEXCLUSIQNS ADDED BY EHOORSEMENTISPECIAL PROVISIONS
To evidence renewal of Workers’ Compensation only. All other coverages remain in force.
RE: Paid Alto City.Offices.
Certificate holder is an additional insured for General Liability per
policy form wording.
CERTIFICATE HOLDER I } ADOITIONALINSUREO:INSURERLE’FrER:
City of PaiD Alto 1
Attn: Johnella Walker
250 Hamilton Avenue, 1st Floor
P.O. Box 10250
Paid Alto, CA 94301
ACORD 25-S (7197)1 of 1 #M164511
CANCELLATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRI]q’EN
NOTICE TOTH’E CERTIFICATE HOLDERNAMEB TOTHE LEFT, BUTFPJLURE TO OOSOSHALL
IMPOSE NQ OBLIGATION OR LIABILITY OF ANY KiNDUPON TH E INSURER,ITS AGENTS OR
REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE
JXL (~ ACORQ CORPORATION 1988
EXHIBIT "E"
Certification of Nondiscrimination
As suppliers of goods or services t6 the City of Polo Alto, the firm and individuals lisl:ed below
certify Ihat they do not discriminate in emploYmenl of any person because of race, skin color,
~ender, age, religion, disabilily, national origin, anceslry, sexual orienlafion, housing slalus,
marilal slatus, l~amilial slatus, weigh[ or he]ghl of such persoh; [hat Ihey are in compliance with all
Federal. SIale and local direclives and executive orders regarding nondiscrimination in
employment.
1.If Proposer is INDIVIDUAL, sign here:
Date:
Proposer’s Signature
Proposer’s typed name and title
If Proposer is PARTNERSHIP or JOINT VENTURE, at least (2) Parthers or ’each of
the Joint Venturers shall sign here:
Partnership or Joint Venture blame (type or print)
Da,e.
Member of the Partnership 6r Join[ Venture signature
Date:
Member of the Partnership or Joint Venture signature
Proposer is aCORPORATION , the duly authorized officer(s) shall sign as follows:
The undersigned cerlify that Ihey are respectively:
~/~ ~/-~g /b ~J--f and
Title Title
Of Ihe corporation named below; thai they are designated ~o sign the Proposal Cost Form by
resolulion (attach a certified copy, with corporate seal, if applicable, notarized as to its
au~henticil.y or Secretary’s certifidate of authorization) for and on behalf ol the below named
CORPORATION, and lhat they are authorized to execule same for and on behalf of said
CORPORATION.
Group 4 Architecture,
Corporation Name (type or print)
By: ~ /,~ A ..-~--~-Date:
Research + Plannin~
Ctt-y o [ Polo Alto - I:LFP ! l 8134