HomeMy WebLinkAboutStaff Report 248-09TO: HONORABLE CITY COUNCIL
ATTN: FINANCE COMMITTEE
FROM: CITY MANAGER
DATE: MAY 26, 2009
DEPARTMENT: ADMINISTRATIVE
SERVICES
CMR: 248:09
SUBJECT: Approval of Fiscal Years 2010 and 2011 Contract Scopes of Con suit ant Services
Agreements Greater than $85,000
RECOMMENDATION
Staff recommends that the Finance Committee review and approve the scopes of service for Fiscal
Years 2010 and 2011 consultant services agreements greater than $85,000 as part of Fiscal Years 2010
and 20 II Budget process. (Attachment I)
DISCUSSION
The Purchasing Manual provides that as pmt of the budget process, the Finance Committee shall review
and approve the scope of services for Capital Improvement Program (CIP) consultants over $85,000.
This requirement applies to feasibility studies and design or engineering services for a General Fund
capital improvement program project.
The report excludes recurring, routine service-related agreements such as testing or maintenance
contracts, environmental assessments paid by developers, construction contracts, contract agreements
for legal service, and Enterprise Fund and Internal Service Fund capital projects.
Detailed descriptions of the proposed projects are attached as exhibits to this report to allow the
Finance Committee the opportunity to review and raise questions before commencement of any work
on the proposed projects. Once Council approves the scope of work of a project, staff will not
materially change the scope unless it returns to Council for approval.
RESOURCE IMPACT SECTION
Approval of this recommendation will have no fiscal impact to the City since funding for the consultant
contracts of these projects is included in the Fiscal Years 2010 and 2011 budget.
CMR: 248:09 Page 1 of2
POLICY Il\-IPLICATIONS
This recommendation does not represent any change to City policies.
ENVIRONMENTAL REVIEW
The actions recommended in this report do not constitute a project under the Califomia Environmental
Quality Act (CEQA). Each project will continue to undergo the appropriate environmentall'eview as
required for design and construction of facilities.
PREPARED BY:
APPROVED BY:
Director, Administrative Services
CITY MANAGER APPROV AL:
ATTACHMENTS
Attachment 1 2010 and 2011 Summary of Consultant Agreements Greater than $85,000
Exhibit A -Municipal Services Center Improvements (PF-05002)
Exhibit B -Ventura Building Improvements (PF-06002)
Exhibit C -Art Center Electrical and Mechanical Upgrades (PF-07000)
Exhibit D -Children's Theatre Improvements (PF-09000)
Exhibit E -Highway 101 PedestrianlBicycle OverpasslUnderpass Project (PL-II 000)
CMR: 248:09 Page 2 of2
Attachment 1
SUMMARY OF CONSULTANT AGREEMENTS GREATER THAN $85,000
CAPITAL IMPROVEMENT PROGRAM PROJECTS
2010--2014 CIP Plan
Page 1 of 1
all necessary design services which may include architectural, mechanical, electrical, and
Consultant shall provide conceptual design, final design. construction documents and
administration services. (Exhibit AI
may'
Consultant shall provide conceptual design. final design, construction documents and
administration services. (Exhibit B)
engineering, landscape architecture, and green building design. (Exhibit C)
conditions, provide
design, and produce construction documents. Consultant shall also provide construdion administration
Services shall indude architectural, strudural, mechanical and eledrical engineering. (Exhibit D)
prepare
cost estimates and eStablish right of way availability. (Exhibit E)
Exhibit A
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Municipal Service Center Improvements (PE-05002)
Project Description:
This project provides for the replacement of original mechanical and electrical systems and lighting
installed in 1966 at buildings A, B, and C of the Municipal Service Center. The use of many areas has
changed over the years without adequate upgrades to building systems, leaving them outdated and
inefficient.
Project Justification:
Lighting, mechanical, and electrical equipment at the Municipal Service Center is outdated and
inefficient. Various remodels have occurred in the administrative aud shop areas with added load to the
mechanical and electrical systems. The use of many areas has changed over the years without adequate
upgrades to the building systems. The systems no longer support the current operation at this site.
Consultant Scope of Services:
Consultant shall provide all necessary design services which may include architectural, mechanical,
electrical, and structural engineering. Consultant shall provide conceptual design, final design,
construction documents and construction administration services.
Project Documentation:
Construction Documents (Plans and specifications)
PURCHASING GUIDE -ApPENDIX A PAGE10F1
Exhibit B
Review of Seope of Services
For Consultant Contracts Greater Than $85,000
Ventura Building Improvements (PE-06002)
IntroductiolllBackground:
The City of Palo Alto owns the Ventura Building but is leasing it out to the Palo Alto Community Child
Care (PACCC). As the owner, the City is responsible for the capital maintenance of the building systems.
Project Description:
This pl'Oject will replace/upgrade mechanical and electrical systems that are beyond their uscfullives, and
will provide accessibility improvements to this facility. Radiant heat systems will be replaced with
above-floor systems. The new systems will be designed for energy efficiency and to meet current code
requirements and occupant need.
Project Justification:
Consultant Scope of Services:
Consultant shall pl'Ovide all necessary design services which may include architectural, mechanical,
electrical, and structural engineering. Consultant shall. provide conceptual design, final design,
construction documents and construction administration services.
Project Documentation:
Construction Documents (Plans and specifications)
PURCHASING GUIDE -ApPENDIX A PAGE 1 oF1
Exhibit C
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Art Center Electrical and Mechanical Upgrades (PF-07000)
Introduction/Background:
This project is proposed to be completed as a public/private pattnership in coordination with a pattial
building and garden renovation project funded by the Art Center Foundation. Design development and
construction documents are currently in progress, and are expected to complete by the end ofFY 2009.
Project Description:
This project will replace original mechanical and electrical equipment and systems to meet current
occupant need, provide code compliance, and optimize operation and energy efficiency. Disabled access
and structural improvements will also be made to bring the facility into compliance with current code
requirements. Work funded by the Foundation will include some upgrades to the gallery and kitchen,
create a children's wing, and provide exterior improvements to the courtyard and site.
Project Justification:
Many components of the mechanical and electrical systems arc original and have reached the end of their
useful lives. Deficiencies in the heating and ventilation systems, structural system, and building access
are required to maintain occupant health and safety, and/or to comply with code requirements.
Consultant Scope of Services:
Consultant shall provide bid and construction phase services including architectural, civil, structural,
mechanical, and electrical engineering; landscape architecture, and green building design.
Project Documentation:
Record Documents
PURCHASING GUIDE -AWWDlXA PAGE10F1
Project Description:
Exhibit D
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Children's Theatre Improvements (PF-09000)
This project will replace or upgrade mechanical and electrical systems that are beyond their useful lives,
and will replace finishes as necessary. The systems will be designed to meet current code requirements
and user need, and optimize operational and energy efficiency.
Project Justification:
The elements included in this project are due for replacement or upgrade based on their age andlor
condition. These improvements provide for ongoing rehabilitation of the building structure and systems
to meet the needs of thc theatre staff.
Consultant Scope of Sel"Vices:
Consultant shall provide all necessary design services to evaluate existing systems and conditions,
provide conceptual and final design, and produce construction documents. Consultant shall also provide
construction administration services. Services shall include architectural, structural, mechanical and
electrical engineering.
Project Documentation:
Construction Documents (Plans and specifications)
PURCHASING GUIDE -APPENDIX A PAGE 1 OF 1
Exhibit E
Review of Scope of Services
For Consultant Contracts Greater Than $85,000
Highway 101 Pedestrian/BicycIe Overpass/Underpass Project (PL-llOOO)
Introduction/Background:
The need for a new year-round pedestrian/bicycle crossing of Highway 10 I in south Palo Alto was
identified in the Bicycle Transportation Plan and the updated Baylands Master Plan. The existing Adobe
Creek undercrossing is a seasonal facility that is only available six months during the year CApril IS to
October IS). The overcrossing would provide year round connectivity between the south Palo Alto
residential areas and the Baylands recreational and employment areas. This project was moved forward
by one year, from FY 20 II to FY 20 I 0, by the Finance Committee.
Project Description:
This project will conduct a feasibility study for a year-round pedestrian/bicycle grade separated crossing
of Highway 101 in Palo Alto to provide connectivity from residential and commercial areas in south Palo
Alto to the Palo Alto Baylands Nature Preserve, East Bayshore and San Antonio businesses, and the
regional Bay Trail network of bike trails. The project will be located in Palo Alto in the
Highway 101 corridor north of the San Antonio Road interchange.
Project Justification:
The need for a new year-round pedestrian/bicycle crossing of Highway 10 I in south Palo Alto was
identified in the Bicycle TranspOitationPlan and the updated Baylands Master Plan. The existing current
Adobe Creek undercrossing is a seasonal facility that is only available 6 months during the year CAprill5
to October IS). The grade separation will provide connectivity between the south Palo Alto residential
areas and the Baylands recreational and employment areas.
Consultant Scope of Services:
The Consultant selected for this project will prepare a feasibility study of conceptual overcrossing design
options, preliminary cost estimates and establish right of way availability.
Project Documentation:
Feasibility Study
PURCHASING GUIDE -ApPENDIX A PAG,10Fl