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HomeMy WebLinkAboutStaff Report 327-07City of Palo Alto City Manager’s Report TO: FROM: DATE: SUBJECT: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT:PUBLIC WORKS10 JULY 30, 2007 CMR:327:07 APPROVAL OF AMENDMENT NO. 1 TO CONTRACT NO. C05105780 WITH TMAD TAYLOR & GAINES IN AN AMOUNT NOT TO EXCEED $11,753 FOR THE CUBBERLEY COMMUNITY CENTER ELECTRICAL/MECHANICAL UPGRADES PROJECT -CAPITAL IMPROVEMENT PROGRAM PROJECT PF-04010 RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or his designee to execute Amendment No. One to Contract No. C05105780 with TMAD Taylor & Gaines (Attachment A) in the amount of $11,753 for design services for the Cubberley Community Center Electrical/Mechanical Upgrades Project PF-04010. The amended contract amount would total $103,978 for basic services and $7,775 for additional services. DISCUSSION A formal consultant selection process was followed in April and May, 2004. An evaluation committee consisting of stafffrom Utilities and Public Works Departments reviewed the proposals and selected TMAD Taylor & Gaines to provide design services for the Cubberley Mechanical and Electrical Upgrades Project. Council approved a consultant contract with TMAD Taylor & Gaines in August 2004 (CMR:377:04). TMAD Taylor & Gaines prepared construction documents for mechanical and electrical upgrades to the Pavilion, Theatre, Gyms A and B and Auditorium. Due to the cost of construction, work was completed only for the Pavilion and Theatre under Phase I. Phase II, to be completed in FY 2007-08, will upgrade Gyms A and B and the Auditorium. To assure compliance with current code, construction documents require minor revision prior to bid. Consultant Services Description Under Amendment #1, the consultant will revise the construction documents related to work in Gynmasiums A and B and Auditorium as required to meet current codes, laws, regulations and assure system design achieves maximum energy efficiency, user comfort, and least impact to the users both visually and audibly. The consultant will also provide updated drawings and specifications; all required documentation for building permit, and required construction administration services. RESOURCE IMPACT Funds for this project are available in Capital Improvements Program Project PF-04010, Cubberley Community Center Electrical/Mechanical Upgrades. CMR:327:07 Page 1 of 2 ENVIRONMENTAL REVIEW The project is categorically exempt from review under the California Environmental Quality Act under Guidelines Section 15301, maintenance, repair or minor alteration of existing public facilities. ATTACHMENTS Attachment A: Amendment No. 1 PREPARED BY: DEPARTMENT HEAD: CITY MANAGER APPROVAL: PADMAKAR M. CHAOBAL Engineer GLENN S. ROBERTS Director of Public Works Assistant City Manager CMR:327:07 Page 2 of 2 ATTACHMENT A AMENDMENT NO.ONE TO AGREEMENT NO. C05105780 BETWEEN THE CITY OF PALO ALTO AND TMAD, TAYLOR & GAINES This Amendment No. One to Agreement No. C05105780 (~Agreement") is entered into August 6, 2007, by and between the CITY OF PALO ALTO (~CITY"), and TMAD, TAYLOR & GAINES, a California Corporation, located at 311 California Street, Suite 700, San Francisco, CA 94104-2602 ("CONTRACTOR"). RECITALS: WHEREAS, the Agreement was entered into between the parties for the provision of Professional Services; and WHEREAS, the parties wish to amend the Agreement; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION I. The section entitled ~TERMS" is hereby amended to read as follows: "TERMS. The services and/or materials furnished under this Agreement shall commence on the date of its execution by CITY and shall be Completed upon completion 070719 9000050 Amend.a~ Rev. July31,1998 of construction." SECTION 2. The section entitled ~COMPENSATION" is hereby amended, to read as follows: COMPENSATION for the full performance of this Agreement: CITY shal! pay ~CONTP~ACTOR": One Hundred Three Thousand Nine Hundred Seventy Eight Dollars ($103,978). SECTION I. The following exhibit(s) to the Agreement are hereby amended to read as set forth in the attachment(s) to this Amendment, which are incorporated in full by this reference: a. Exhibit A entitled Scope of Project and Time Schedule. b.Exhibit B entitled Fee Schedule. SECTION 2. Except as herein modified, all other provisions of the Agreement, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date 2 070719 9000050 Amend.agt Rev. Ju~31,1998 first above written. APPROVED AS TO FORM:TMAD, TAYLOR & GAINES Senior Asst. City Attorney APPROVED: Assistant City Manager Director of Administrative Services By: Name: Title: By: Name: Title: Taxpayer Identification Noo Attachments : EXHIBIT "A" : EXHIBIT "B" : (Compliance with Corp. Code 9 313 is required if the entity on whose behalf this contract is signed is a corporation. In the a.lternative, a certified corporate resolution attesting to the signatory authority of the individuals signing in their respective capacities is acceptable) SCOPE OF PROJECT & TIME SCHEDULE FEE SCHEDULE 0707199000050 Amend.a~ Rev. July31,1998 SCOPE OF PROJECT AND TIME SCHEDULE I.SCOPE OF WORK The Cubberley Community Center is located at 4000 Middlefield Road, Palo Alto. It is a former school campus with one-story and two-story buildings. The Theater, Pavilion, Auditorium and Gymnasiums A and B were built in the 50’s and 60’s. The electrical and mechanical components in the buildings have undergone repairs and changes over time. The piping and boiler insulation have asbestos-containing materials. This project will provide for upgrades to these systems for the buildings listed above. 1.1 THEATER 1.2 ¯Evaluate existing boiler and piping, and design new, efficient boiler and piping system as needed. ¯Evaluate existing fan coil units located at the mezzanine level in the theater building and replace blower motors, controls and coils. Design shall consider method of removal and replacement of the coils within the limited space. ¯Evaluate radiant floor heating system in adjacent multi-use building and recommend alternate systems. ¯Evaluate the breaker panels and wiring system in the theater and the attached multi-use building and design new breakers and wiring. ¯Evaluate lighting system in the theater and multi-use building and recommend changed needed to improve lighting levels and efficiency. PAVILION 1.3 ¯Evaluate existing boiler and piping, and design new, efficient boiler and piping system as needed. ¯Evaluate existing heating and air circulation system. Existing building has four packaged fan coil heater units. Air circulation in the Pavilion building is inefficient. Electrically operated louvers are left closed due to louver malfunction. Design new and energy efficient heating and air-circulation system. Evaluate the breaker panels and wiring system and design new breakers and wiring. ¯Evaluate lighting system and recommend changes needed to improve lighting levels and efficiency. AUDITORIUM ¯Evaluate existing boiler and piping, and design new, efficient boiler and piping system as needed. Page 1 of 10 1.4 ¯Evaluate radiant floor heating system in kitchen area and recommend alternate systems. ¯Evaluate air flow from the fan coil units in the kitchen area and the return air from the stage area. Design changes to air flow as necessary. ¯Evaluate air movement within the auditorium in the summer months and design air movement systems as necessary to keep the room cool. ¯Evaluate the breaker panels and wiring system and design new breakers and wiring. ¯Evaluate lighting levels in the kitchen area and adjacent rooms and design new lighting as needed. GYMNASIUMS A & B ¯Evaluate existing heating and air circulation system. Existing building has 12 ceiling hung fan coil units. Air circulation in the building is inefficient. Manually operated windows are left open most of the days. Design new and energy efficient heating and air-circulation system. ¯Evaluate the breaker panels and wiring system and design new breakers and wiring. ¯Evaluate lighting system and recommend changes needed to improve lighting levels and efficiency. ¯Evaluate radiant floor heating system in adjacent wings and recommend alternate systems. SCOPE OF SERVICES Consultant shall work With the Public Works Department, Facilities Management Division for development and coordination of the project. In addition, consultant shall work with the Utilities Department to obtain LCC’related inputs~ and to obtain and plot energy use summaries for kWh/month and therms per month as well as total annual energy costs for gas and electric for not less than two full years of utilities (energy) data. This data is available to consultant in tabular form in electronic (Microsoft Excel) format. The project scope is limited to electrical and mechanical upgrades in the Theater, the Pavilion, the Auditorium, and Gymnasiums A and B. The project shall be accomplished in two phases. Phase 1 is a study phase where the consultant shall perform a thorough evaluation of the existing buildings’ electrical and mechanical systems in the Theater, Pavilion, Auditorium, and Gymnasiums A and B, and provide recommendations with estimated construction cost data for review by the City. Consultant shall select non-destructive testing methods to determine condition of wiring, insulation and breaker condition. City of Palo Alto shall provide a recent test report on condition of wiring from main breaker panel to the sub-panels for each of these four buildings. Page 2 of 10 Final design shall proceed after the City has made its best choice solution from the recommendations presented by the consultant in Phase 1. Phase 2 is the construction document preparation phase and construction assistance phase. Consultant shall design an efficient system that will meet the occupant needs in the buildings. The existing facility will remain in operation during the construction period. The project shall be accomplished with minimum downtime and minimum disruption to the occupants. Consultant shall determine during the study phase if the project triggers requirements to comply with ADA/Title 24 and/or other building code requirements including fire suppression work. A.General Consultant shall prepare design and construction documents (drawings and specifications), cost estimate, and construction schedule. Schedule shall be detailed using Microsoft Project. Services shall include assistance during the bid period and construction administration services, as well as the energy and sustainability design and options process discussed above. The consultant’s scope of work shall include the following: Field investigation of the project site and all existing conditions that may affect the scope of work. Review of all available plans and documentation. 2.Review of historical energy usage, LCC inputs, and LEED potential. o Attend meetings with City’s Project Manager, Community Services Department representatives throughout the project as required. Two meetings shall also be held with the City’s Energy/Utility Representative to discuss the design intent as it relates to opportunities, evaluation and resolution of energy/sustainability issues. These can be included as a part of the normal project meeting. Work closely with Project Manager to assure the total project cost does not exceed the project budget. Provide cost estimates at 30%, 90%, and 100% completion in a format the consultant deems appropriate. Phase 1 ends at 30% project completion. If energy-efficiency or sustainability options cause the project to exceed the project budget, discuss options with the City’s Project Manger. This will include development of a cost estimate that identifies the incremental cost associated with the improvement. o Preparation of construction specifications and permit drawings and assist in obtaining construction permit. Page 3 of 10 6.Prepare baseline versus projected estimates of energy efficiency (and/or sustainability) options. Consultant shall provide a description of basis for baseline as a part of consultant’s basis of design. 7.Prepare preliminary summary of potential LEED points attributable to the project. 8.Construction administration during construction phase. Preliminary Design - Study Phase Consultant shall review all existing conditions relevant to this project and evaluate the existing mechanical and electrical systems in the facilities described above. Consultant shall develop a list of mechanical equipment, circuits, transformers, and panel boxes that require modification to support mechanical and electrical upgrades and reasonable future growth limited to the confines of the existing building. Evaluate wiring, wire insulation, receptacles, switches, breaker panels, and breakers for condition. Consultant shall provide a written report of the building mechanical and electrical systems and provide construction cost data for the recommended changes to bring the building mechanical and electrical system to comply with the Mechanical Code, Plumbing Code, NEC Code, Building Code and Fire Code. Consultant shall include in the report any ADAffitle 24 and fire suppression work that may arise due to the recommended changes. Consultant shall attend a meeting to present the alternates proposed. Consultant shall proceed with the Final Design phase after the City accepts the best and financially sound solution. Consultant shall evaluate the replacement equipment for energy efficiency and recommend equipment that provides the lowest life cycle cost. Life cycle cost analysis shall be performed for all equipment over $10,000 value. During pre- schematic and preliminary design Consultant shall propose options relating to energy efficient equipment and/or energy efficient systems options and/or sustainable systems. Consultant shall also provide life cycle costing for major 3 pieces of equipment or systems to be replaced. This shall include, during preliminary design, a discussion of the various types of equipment or of the various systems evaluated with an estimate of potential energy savings and/or potential maintenance savings, and/or of potential lifetime extension associated with the particular option being considered. If there is potential to obtain LEED certifications4, this shall also include a preliminary estimate of potential LEED "points". Page 4 of 10 Wherever possible, the Consultant shall specify "sustainable: products or "sustainable procedures". These sustainable products may be defined (and/or located) as follows: Sustainable products ar~ generally made from recycled or reused materials. Consultant should make every effort in specifying ANY and ALL materials on this project to check the materials source and to specifically specify those made from recycled or reused materials. Sustainable procedures generally involve specifications which encourage/require contractor to reuse materials from the demolition products of construction and/or to recycle the materials from the demolition products of construction. o Consultant shall refer to the GreenSpec Directory, published by Building Green, Inc., Brattleboro, VT (BuildingGreen.com). This reference is one of the most widely used, and breaks out green products into six main categories: ao Products that are made with salvaged, recycled or agricultural waste content. b.Products that conserve natural resources. c.Products that avoid toxic or other emissions. Products that reduce environmental impacts during construction, demolition or renovation. e.Products that save energy or water. Products manufactured locally. 4.Sustainable systems are generally systems that are: a.Able to be maintained; and bo Flexible in their design (i.e. easily able to accommodate varying user needs); c.Energy efficient in their design; and d.Benign to the environment As such, the consultant shall include, as a part of the preliminary and final design, a description of work that discusses the "sustainability" of the selected systems. Page 5 of 10 Consultant shall include in the design a control system for the mechanical equipment that can be connected to the Tridium system at City Hall. The computer hub for the Tridium system at Cubberley is located in Building I. Communication wires shall run fi’om the new controllers to the computer hub in Building I. Consultant shall provide conceptual (30%) drawings for Project Manager review and approval, and attend a meeting at the 30% design completion stage. Consultant shall also issue a basis of design at the 30% stage, which discusses energy-efficiency/sustainability issues and options. This includes a def’mition of the project, equipment or system "baseline" associated with the particular energy- effieieney/sustainability options(s)s identified. Consultant shall provide a preliminary engineer’s estimate of the construction contract cost for Project Manager’s review and approval at the 30% design stage. Estimate shall consider work being carded out during "otT’ hours. Cost estimates shall also be provided for efficiency/sustainability options discussed in the basis of design. The cost estimates for these options shall identify the incremental cost increase over the non-sustainable "base" cost. Consultant shall design improvements to conform to all applicable codes, laws and regulations including the Uniform Building, Mechanical, Plumbing, Electrical and Fire Codes. Final Design Consultant shall provide progress drawings for Project Manager review and approval, and attend meetings with the City at 60% design completion stage. Consultantshall furnish drawings and technical specifications to staff for review and approval at the final design completion stage, and for final review and signing at the bid set design stage. Final drawings shall be suitable for review by the Building Inspection Division and for signing by the City. Final specifications shall include s~pecific sub-sections, which define commissioning requirements, sustainable products, and sustainable procedures during construction. Final drawings shall be accompanied by a final cost estimate, which compares to the City’s budget and which also describes the incremental costs associated with sustainable upgrades. Consultant shall work with the Project Manager to develop a preliminary schedule for the work that minimizes downtime and disruption of occupants and will be signed off by the Project Manager. Page 6 of 10 Eo Fo Consultant shall assist Project Manager to obtain a building permit by furnishing all the necessary drawings and calculations and working with the Planning Department, Building Inspection Division, as required. Amendment #1 Under Amendment # 1, Consultant shall review and revise the construction documents dated 05131105 and 07/29/05 related to work in Gymnasiums A and B and Auditorium, only as required to meet current codes, laws, and regulations; and assure system design achieves maximum energy efficiency, user comfort, and least impact to the users both visually and audibly. It is imperative to maintain the acoustic characteristics of the buildings while revising the design. The Consultant shall provide updated drawings and specifications; controls sequence and operating schedule; and documents related to energy efficiency and commissioning as detailed under the original agreement. Cons.ultant shall provide all required documentation for building permit. Consultant shall provide all services required under the agreement including Bid Phase support and Construction Administration services. Bidding Period Consultant shall attend a pre-bid conference for interested contractor personnel. Consultant shall assist Project Manager in responding to technical questions from prospective bidders during the bid period and prepare addenda as necessary. Construction Administration The Consultant shall provide construction administration phase services commencing from the award of the construction contract. Consultant shall attend a pre-construction meeting. Consultant shall attend bi- weekly construction meetings and shall keep meeting minutes. Consultant shall keep project records including and RFI log, submittal review, and response to clarification requests. Consultant shall provide current copies to the Project Manager. RFI’s are to be responded to by the Consultant within five (5) working days to the Contractor and Project Manager. Consultant shall provide construction inspection adequate to develop interim and final punch list development and project acceptance. Consultant shall also provide commissioning services (i.e. oversight compatible with the commissioning requirements of the specifications). Upon notification of construction substantial completion, each consulting trade shall inspect and commission the installed equipment and systems in order to Page 7 of 10 verify systems and equipment installation to the requirements of the drawings and specifications. The inspection shall be followed by issuance of a "punch list" which identifies specific items which do not meet the intent and/or requirements of the project plans and specifications. It is the responsibility of the consultant to review and to recommend approval of the completed punch list prior to authorization for final payment to the contractor. Equipment and system commissioning generally refers to observance of actual system operation relative to meeting the requirements of the plans and specifications. Commissioning also includes observance of "other", secondary "systems" such as window or building envelope systems, which are affected by or work in conjunction with, the primary, energy using systems. Equipment and system commissioning can include formal efforts as defmed by ASHRAE Guideline 1-1996. As a minimum, commissioning of the operational project shall include: a.Verification that the design intent is achieved. bo Equipment and systems are installed as per plans and specifications with respect to quality, quantity, efficiency, operational reliability, and sustainability. Co Equipment and systems are able to be maintained in accordance with manufacturers recommendations. do Control systems that provide automatic scheduling, staging, and environmental control operate reliably and efficiently. e.Verification that system balancing is completed adequately. f.Modifications to the design have been documented and achieved. State-up reports are completed, documented and in conformance with manufacturers requirements. h.Testing is completed and documented and meets the requirments. List of any items that effect the performance of the system that require modification. Page 8 of 10 At project completion, contractor will provide "as-built" information for the consultant to prepare final record drawings. Record drawings shall be provided in AutoCAD format on a CD (two copies), as well as one set of reproducible drawings. III.FINAL DRAWINGS AND SPECIFICATIONS Ao Proiect Drawings..and Specifications Consultant shall submit three (3) sets of project development drawings and specifications during the conceptual and construction documents phase. Upon completion of the final design the consultant will submit two (2) hard copies of specifications and calculations, one (1) copy of the electrical version (using MS Word format) of the specifications on a compact disk, four (4) sets of drawings for Facilities use, complete set of drawing on compact disk in AutoCAD R2004, and two (2) wet stamped drawings to the City Building Division. Specifications will include Division Zero (AIA format not acceptable) and Division 1 provided by consultant. Only applicable information shall be included in the specifications. Drawing shall be on a 36" X 48" sheet size with a scale of ¼" = 1 ’. Record Drawings Upon completion of the project, and after acceptance by the City, the consultant shall submit to the City one (1) complete set of reproducible Mylar record drawings reflecting all as-built conditions as provided by the general contractor. A complete set of record drawings shall also be submitted to the Project Manager on CD in AutoCAD R2004. IV.PROJECT ADMINISTRATION Padmakar M. Chaobal, Project Manager, will be the point of contact throughout the project. All questions, correspondence and invoices will be addressed to the Project Manager at City of Palo Alto Facilities Management Division, P. O. Box 10250, Palo Alto, CA 94303. Phone (650) 496-6939, fax (650) 496-5938. TIME OF COMPLETION The consultant shall complete all design stage services within 120 calendar days after issuance of the Notice to Proceed. This time frame shall include all City reviews. Allow one week for each City review period during project development. Consultant shall complete all the re-engineering and design services associated with Amendment #1 within ten (10) calendar days after the issuance of Notice to Proceed for this work. Construction Administration services phase will be scheduled upon award of the construction phase of the project. Page 9 of 10 INFORMATION TO BE PROVIDED BY THE CITY The City will provide the consultant with copies of all applicable record drawings available for the referenced buildings at the Cubberley Community Center site The City will provide some of the building drawings in CAD format. The City will provide a copy of"Limited Asbestos-containing Material and Lead Based Paint Survey Report" prepared by Winzler and Kelly Consulting Engineers dated October 22, 2001. END OF SECTION Page 10 ofl0 LCC is Life Cycle Cost. Consultant is encouraged to use the BLCC 5.0 software as available, {roe from the Federal Energy Management Program (FEMP) Generally: discount rate, project lifetime, escalation factors for gas and electdc A "major" piece of equipment (or system) can be any element of the work which uses energy or causes energy to be used and valued over $10,000. Through 2003, LEED certification is for new buildings, or existing buildings undergoing major renovations. In eady 2004 LEED certification will be available for retrofits; Contact the US Green Building Council for most recent checklists. These can include equipment/system lifetime, energy use, maintenance savings, emissions reductions, system flexibility or other life-cycle-type movements.