HomeMy WebLinkAboutStaff Report 351-08City of Palo Alto
City Manager’s Report
12
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE:SEPTEMBER 15, 2008 CMR:351:08
SUBJECT:APPROVAL OF AMENDMENT NO. 3 TO CONTRACT NO. C3144644 WITH
HUNTSMAN ARCHITECTURAL GROUP IN TI-I~ ADDITIONAL AMOUNT
OF $82,006 FOR A TOTAL AMOUNT OF $1,262,952 FOR THE CMC
CENTER INFRASTRUCTURE IMPROVEMENTS PROJECT - CAPITAL
IMPROVEMENT PROGRAM PROJECT PF-01002
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to execute
Amendment No. 3 to Contract No. C3144644 with Huntsman Architectural Group (Attachment A)
in the amount of $82,006 for construction administration services for the Civic Center Infrastructure
Improvements Project PF-01002. The amended contract amount would total $1,165,952 for basic
services and $97,000 for additional services.
DISCUSSION
Background
As part of the Infrastructure Program, Council approved a consultant contract with Huntsman
Architectural Group in February 2003 for Phase I of the Civic Center Infrastructure Project
(CMR: 145:03). Huntsman was selected through a standard consultant selection process. The RFP
provided that the selected consultant could be awarded all phases of the project if their work was
found to be satisfactory. Several phases of this multi-year project have been completed including a
study of the building and building systems for upgrade or replacement, the elevator
upgrade (Amendment#I, CMR:435:03), and design of all systems upgrades and selected
accessibility upgrades (Amendment #2, CMR:282:05). Future phases will improve the remainder of
the mechanical systems; electrical systems, including transformers, panels, etc.; and exterior painting
and sealing. This work is expected to be completed over the next four to five years.
Consultant Services Description
Amendment #3 to the consultant contract provides for construction administration services related to
the architectural and structural work under the first construction phase for systems upgrades.
Construction administration for the mechanical, electrical and plumbing will be awarded under a
separate consultant agreement. Construction of this phase was awarded to multiple prime
contractors on August 4, 2008 (CMR:334:08) and includes replacement of the main building
generator, boiler, and refurbishment or replacement of major garage and building mechanical and
electrical systems.
CMR:351:08 Page 1 of 2
The building will remain occupied during the course of the project. Work wil be scheduled to keep
systems operationa! during workirig hours m~d to mhzimize the impacts of constructim~ on staff and
~e public.
RESOURCE IIMPACT
Funds for this project are avatable in Capital Improvements Program Project PF-0t002, Civic
Center Infrastructure Improvements.
I~N~q]tNONI~ENTAL NENIIEW
The project is categorica!ly exempt from review under the Catfomia Envh-ounaental Quafty Act
under Guidelines Section i.. 530 i, maintenance, repair or minor alteration of existing public facilities.
ATTACNNIENT$
Attachment A: Amendment #3 to Cor~tract No. C3144644
PREPARED BY:
DEPARTMENT HEAD:
t(.At~N SMITH
Manager of Factities Maintenance ea~d Projects
GLENN S. ROBERTS
Director of PuNic Works
CITY 1V~.NAGER APPROVAL:
CMR:351:08 Page 2 of 2
ATTACHMENT A
AMENDMENT NO. THREE TO CONTRACT NO. C3144644
BETWEEN THE CITY OF PALO ALTO AND
HUNTSMAN ARCHITECTURAL GROUP
This Amendment No.Three to Contract No. C3144644
("Contract") is entered into , by and between the
CITY OF PALO ALTO, a California chartered municipal corporation
(~ClTY"), and HUNTSMAN ARCHITECTURAL GROUP, a California
Corporation, located at 50 California Street, San Francisco, CA
94111-4677 ("CONSULTANT") .
RECITALS:
WHEREAS, the Contract was entered into between the
parties for the provision of professional services described in
contract C3144644 related to the Civic Center infrastructure
upgrades; and
WHEREAS, the parties wish to amend the Contract;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION i. The section entitled ~TERM" is hereby
amended to read as follows:
~TERM. The services and/or materials furnished under
this Agreement shall commence on the date of its
execution by CITY, and shall be completed before
September 30, 2009. Upon the receipt of City’s notice
to proceed on Phase IV, Consultant will commence bid
and construction phase work in accordance with the
time schedule set forth in Exhibit ~A". Time is of
the essence of this Contract. In the event that the
Project is not completed within the time required
through any fault of CONSULTANT, CITY’s city manager
will have the option of extending the time schedule
for any period of time. The provision will not
preclude the recovery of damages for delay cause by
CONSULTANT."
SECTION 2. The section entitled ~COMPENSATION" is
hereby amended, to read as follows:
~COMPENSATION for the full performance of the Basic
Services, including any authorized reimbursable
expenses, City will pay Consultant a fee not to exceed
One Million One Hundred Sixty Five Thousand Nine
Hundred Fifty Two Dollars ($1,165,952). This contract
covers Phase I study and assessment, Phase II design
080910 sm 010
1
and construction administration for elevator upgrades,
Phase III design for infrastructure upgrades, and Phase
IV bid and construction phase services.
The amount of compensation will be calculated in
accordance with the hourly rate schedule set forth in
Exhibit "B", on a time and materials basis, up to the
maximum amount set forth in this Section. The fee for
work shall include all consultant costs necessary for
providing the services including sub-consultant costs
and reimbursables. The fees of any consultants who
have direct contractual relationships with CONSULTANT,
will be approved, in advance, by CITY. CITY reserves
the right to refuse payment of such fees, if such prior
approval is not obtained by CONSULTANT."
5.1.2 City may authorize CONSULTANT to perform
Additional Services. The amount of compensation for
such additional services shall not exceed Ninety Seven
Thousand Dollars ($97,000). Any employee’s time will
be computed at a multiple of one (i) times the
employee’s direct personnel expense described in
original contract. The rate schedules may be updated
by CONSULTANT only once each calendar year, and the
rate schedules will not become effective for purposes
of this Contract, unless and until CONSULTANT gives
CITY thirty (30) days’ prior written notice of the
effective date of any revised rate schedule.
SECTION 3. The following exhibits.to the Agreement are
hereby amended to read as set forth in the attachments 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 4. Except as herein modified, all other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
080910 sm 010
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
APPROVED AS TO FORM:
Senior Asst. City Attorney
CITY OF PALO ALTO
APPROVED:
Deputy City Manager
HUNTSMAN ARCHITECTURALGROUP,
INC.
Director of Administrative
Services
Director of Public Works
Attachments:
EXHIBIT "A":
EXHIBIT "B":
SCOPE OF PROJECT & TIME SCHEDULE
RATE SCHEDULE
080904
3
REVISED EXHIBIT "A": SCOPE OF PROJECT AND TIME SCHEDULE
CIVIC CENTER INFRASTRUCTURE PROJECT: CIP 10102
1. INTRODUCTION
The City of Palo Alto is upgrading the Civic Center building, located at 250 Hamilton Ave, Palo
Alto, CA. The scope of work includes replacement or retrofit of the building ventilation
systems, garage ventilation systems, boiler, building emergency generator, elevators, electrical
systems and distribution wiring, life safety system, and Americans with Disabilities Act (ADA)
improvements (as triggered by Title 24 provisions required by the aforementioned upgrades).
The project shall also include installation of energy saving systems/features. The Consultant’s
services shall be phased and shall include a building study and report phase (Phase I), and design
and implementation phases as required to accomplish the above project.
The cooling tower, chiller, mezzanine fan coil units and a small emergency generator were
installed within the last 8 years and need not be replaced. Recent retrofit work to the office
finishes was completed on the mezzanine level, 2"a floor, 3rd floor, 4th floor, 5th floor, and the 8th
floors. Electrical upgrades to the 2nd floor computer room and Level "A" Communications
Center will be completed in 2002. All building lighting has been recently upgraded for energy
efficiency. Consultant shall understand how the past work fits in with the new, and integrate
systems where efficiency, cost reductions, and maintenance savings can be achieved.
2.SCOPE OF SERVICES
A.Building Study and Report Phase (Completed)
The Civic Center office building will remain occupied during construction. The Consultant shall
perform a survey of the building’s electrical, mechanical and elevator systems outlined above,
and develop a report describing the feasibility of retrofitting the systems while operating the
occupied facility. The study shall include strategies and alternatives to replace or retrofit the
existing systems. The analysis and resulting recommendations shall take in to account both
feasibility and economics. The study phase shall also identify Title 24 required upgrades.
The Consultant shall work with the Facilities Management Division to develop the survey
strategy, identify each mechanical, electrical and elevator component from existing construction
drawings, and evaluate the condition and required upgrades to each of the systems. Consultant
shall recommend equipment changes and methodologies in change-out while accommodating
existing occupants. Phasing and relocation alternatives, rebuilding the systems on a "fast-track"
basis, and other alternatives proposed by consultant shall be considered during this phase to
accomplish the work with the least cost and/or minimum disruption to the occupants. Consultant
shall place economic values on business disruption, leasing short-term space, and other
incidental factors in evaluating and preparing an engineering economic analysis for
retrofit/replacement of building systems.
Contract No. C3144644 - Amendment Three Page 1 07/01/08
1. Site Assessment
Consultant shall review and evaluate all available plans, specifications, and calculations for
existing equipment and shall determine the procedure for acquiring any necessary additional
information.
Consultant, with prior permission from the City’s Project Manager, will be allowed to
remove and then replace existing construction or to install access hatches in order to
investigate inaccessible areas.
2. Equipment Evaluation
Consultant shall perform existing equipment evaluations to latest adopted standards and
codes.
Consultant shall list and categorize all deficient/required replacement equipment and
components.
3. Economic Analysis and Feasibility Study
Consultant shall determine all practical mechanical and electrical retrofit options for each
major piece of equipment requiring replacement.
Consultant shall review the retrofits in light of keeping existing occupants in the building or
moving them out to adjacent leased buildings. Such costs shall include moving costs,
temporary furniture and equipment, and business interruptions.
Consultant shall prepare preliminary construction cost estimates for each of the retrofit
options.
4. Report
Consultant shall prepare and deliver 5 copies of the draft report summarizing the findings
from the study.
Upon City review and comments on the draft report, consultant shall make necessary
revisions and then prepare and deliver 5 copies of the final report to the City.
Detailed tasks and schedule for this phase of work are listed under "Palo Alto Civic Center
Infrastructure Building Study and Report Phase Schedule" attached.
Consultant shall present the study with alternates to Public Works staff, the City’s Executive
Staff, and City Council as part of the City’s decision process. At the completion of the building
~study and report phase, upon review and discussion of the recommendations and alternates, the
final scope of the project shall be determined. Once the final scope is determined, the schedule
and fee for Phase II will be negotiated with the consultant and the next phase of the project shall
commence. Should the City and the Consultant be unable to reach agreement on the scope or the
fee, or for any other reason, the City reserves the right not to award Phase II of the work to the
Consultant.
Architectural services will include work related to Title 24 work and other ancillary architectural
work triggered by the mechanical, electrical, plumbing, structural and elevator upgrades. The
Consultant shall provide coordination and direction of the work of the design team, the gathering
of information, and the coordination and completion of the study report. The Consultant shall
provide coordination between the design team, the City’s project team, and the building and
planning officials of the City of Palo Alto.
Following are the assumptions for the architectural scope.
Contract No. C3144644 - Amendment Three Page 2 07/01/08
There is architectural work only as it relates to the support of the infrastructure upgrade
work. Anticipated areas include a possible electrical panel room and a generator room.
There may be some other areas related to electrical equipment or mechanical equipment, but
nothing is certain at this time. There may be some ceiling and light fixture selection. There
may be some treatment of penetrations of floors and walls for structural work.
There will be no architectural work related to Title 24 work except as triggered by the
infrastructure upgrade.
Architectural work related to the site search, lease negotiations, programming, space
planning, construction drawings and specifications and construction administration for a
swing space is not included.
There is to be no architectural cosmetic work.
Other than noted above, there are no plans to do any remodeling, additions or alterations to
the building. There is no work related to a restack of the building or space planning for any
of the existing departments of the building.
There is no work in the 911-call center, or the second floor computer room.
Following are the assumptions for the scope of mechanical, electrical and plumbing.
¯Communications system design is not included.
¯Lighting design services for public areas and exterior areas are.not included.
o Special systems - telephone, data, audio-visual, cable television, etc. are not included.
¯Consulting and investigation of electric service and discussions about transformer switchgear
service sizing with the electric utility company will be included.
¯Consulting and investigation of existing natural gas service with the utility company will be
provided.
¯Design of landscape irrigation and all civil engineering is not included.
In addition to that noted above, the scope of work for the elevator consultant includes a
computerized system analysis outlining elevator performance for each scheme studied.
The scope of work for the construction management and cost consultant during the study phase
will be to prepare budgets for the different alternatives developed by the design team.
Contract No. C3144644 - Amendment Three Page 3 07/01/08
B. Design and Implementation Phase - Elevator Upgrade (Complete)
In this phase, Consultant shall provide design development, construction drawings,
specifications, cost estimates, preliminary construction schedule, and construction administration
for the elevator upgrades and all associated work.
The elevator upgrades includes the overhaul of the three building elevators and the garage
elevator, along with the associated architectural, structural, mechanical, electrical and plumbing
work. In addition, the elevator cab interiors will be remodeled and the ventilation system in the
elevator machine equipment room will be redesigned to meet current code. The work is
described in the "Elevator Infrastructure Study" dated August 4, 2003.
The scope of the architectural work in phase 2 includes design development, construction
drawings, specifications, and construction administration for all the architectural work related to
the elevator cab interiors, the new canopy at elevator 4, any Title 24 work, and other ancillary
architectural work triggered by the mechanical, electrical, plumbing, structural and elevator
work, done as part of the infrastructure upgrade. Architectural services include the coordination
and direction of the work of the design team, the gathering of information and the coordination
and completion of the construction documents. Services also include coordination work with
City Public Works, Planning and Fire Departments to develop the project and obtain building
permits. Finally, there is the task of interfacing between the design team and the City of Palo
Alto, coordinating presentations to the city personnel in the building so they are aware of what is
going to happen during the implementation phase, and then making sure that is what happens.
Consultant shall make presentations to the City’s project team and the Palo Alto Architectural
Review Board for the new exterior canopy at elevator 4.
Following are the assumptions for the phase 2 scope of architectural services.
There is architectural work only as it relates to the support of the infrastructure upgrade
work. Areas include a canopy at elevator 4, elevator cab interiors, Title 24, and ancillary
work related to the elevator upgrade. There may be some treatment of penetrations of floors
and walls for structural work.
There will be no architectural work related to Title 24 work except as triggered by the
infrastructure upgrade.
Architectural work related to the site search, lease negotiations, programming, space
planning, construction drawings and specifications and construction administration for a
swing space is not included.
There is to be no architectural cosmetic work.
Other than noted above, there are no plans to do any remodeling, additions or alterations to
the building. There is no work related to a restack of the building or space planning for any
of the existing departments of the building.
Contract No. C3144644 - Amendment Three Page 4 07/01/08
There is no work in the 911-call center, or the second floor computer room.
The scope of the mechanical, electrical and plumbing work for phase 2 includes preparation of
design development documents and specifications and coordination of these documents with the
architectural and structural design development drawings. Work shall include HVAC, power,
and security design. Once the design development package is reviewed by the City and
approved, detailed construction documents and specifications will be prepared and coordinated
with the architectural and structural documents. The necessary documentation will be submitted
to the building department for permit review, and the mechanical, electrical and plumbing
engineers will meet with the building officials as required during this review phase. During the
construction phase, review of shop drawings, periodic site visits, preparation of a punch list of
deficient items, review of the life safety testing completed by the contractor, assistance in review
of the contractor’s application for payment if requested shall be provided.
Following are the assumptions for the phase 2 scope of mechanical, electrical and plumbing
services.
Communications system design is not included in the mechanical/electrical basic scope of
services. This can be provided under a separate authorization.
Lighting design services for public areas and exterior areas are not included in the
mechanical/electrical basic scope of services. This can be provided under a separate
authorization.
Special systems - telephone, data, audio-visual, cable television, etc., will be designed by a
specialty consultant and/or specialty contractor. Under basic services, the HVAC, power and
empty conduit/raceway requirements based on information from the specialty consultants
will be incorporated into the mechanical/electrical documentation. These specialty design
services can be provided under a separate authorization. Work required to extend the
existing security system is included.
Consulting and investigation of electric service and discussions about transformer switchgear
service sizing with the electric utility company will be included. New services will be
designed and coordinated with the utility. Any electrical service work on the site would be
shown on a civil engineer’s plan for utility profiles and coordination with wet utilities.
The structural engineering scope for the design and implementation phase includes all basic
structural engineering schematic design, design development, construction documents, bidding
and construction administration. Services will include any structural modifications, including
strengthening of, and provision of new openings and penetrations through, the existing structural
elements of the building. Services will also include any structural documentation required for
equipment installation and anchoring. The product of the structural engineering services will
include preparation of structural construction documents (drawings and specifications),
preparation of supporting calculations, and obtaining building official approval of the structural
design and documentation. During the construction phase, the scope of work includes bidding
Contract No. C3144644 - Amendment Three Page 5 07/01/08
assistance as required, shop drawing review, coordination with the architect on structural issues,
periodic site observation and a punch list at the end of construction.
The scope of work for the elevator consultant includes: a computerized system analysis outlining
elevator performance for each scheme studied, an outline specification, qualification and
coordination of the elevator contractor and review of the architectural, mechanical and electrical
design development drawings as they relate to the elevator scope of work. The construction
documentation phase scope includes specifications and assistance to the architect in the
preparation of the construction drawings as they relate to the elevator scope of work and the
review of the elevator bid package. During the construction phase, the scope of work includes
bidding assistance as required, shop drawing review, coordination with the architect on elevator
issues, periodic site observation and a punch list at the end of construction.
The scope of work for the construction management and cost consultant during the design
development phase will be to review the documents for constructability and to prepare budgets
for the different alternatives developed by the design team. During the construction drawing
phase, the scope will be much the same, but the budgets will become more detailed and more
definite. During the construction phase, at the request of the City, the construction management
consultant may manage the construction, phasing, sub-contractors, etc. The scope of work
during this phase will be determined after discussions with the City. If construction management
is requested by the City, it will be an additional service.
C. Phase III Design of Infrastructure Repairs
The scope of work for phase III is described in the infrastructure study report prepared by
Huntsman, dated September 5, 2003, and in the infrastructure project matrix dated April 12,
2004. Project will be designed as three bid packages which will be designed and produced
simultaneously. Bid phase and construction administration services are not included in this
phase and shall be awarded at a later date if required.
Bid Package 1 shall be a two phase package. Infrastructure repairs in Package 1 include
replacement or upgrade of boiler and pumps, garage and building air handlers, Level A
ventilation unit contaminant control, "building" generator, electrical equipment in garage levels
B and C, garage exit signage, CO detection system and garage ventilation controls, double
containment of fuel oil piping, earthquake valve on gas line, diesel exhaust stacks, main
switchboard room, and accessibility upgrades at Level A entry, toilet rooms and drinking
fountain and as required to meet Title 24 compliance.
Bid Package 2 shall be a two phase package. Infrastructure repairs in Package 2 include
replacement or upgrade of water heater, electric service, electrical distribution panels, lighting,
automatic lighting controls, local switching for lighting on floors 5 and 6, electrical equipment
and feeders on tower floors, electrical feeders at main switchgear room, Level A transformer at
lunchroom, building fire alarm system, breakout windows, reseal all windows, exterior painting,
domestic water service, fire protection water service backflow, fire/smoke dampers, and
Attorney’s office heating and ventilation.
ContractNo. C3144644-Amendment Three Page 6 07/01/08
Bid Package 3 shall be a single phase package. Infrastructure repairs in Package 3 include
replacement or upgrade of perimeter zoning for Levels 2-7, VAV boxes, interior zone electric
heating to hot water heating coils Levels 2-7, podium and mezzanine levels interior zone electric
heating coils, and building plumbing fixtures.
In this phase, Consultant shall provide construction drawings, specifications, cost estimates,
preliminary construction schedule for the infrastructure upgrades, and other ancillary
architectural work triggered by the mechanical, electrical, and plumbing done as part of the
infrastructure upgrade. Accessibility work is limited to the building entry, toilets and drinking
fountain at Level A, and as triggered by the work related to the new generator room, the upgrade
of the existing MSB room, and other work listed in the scope of the three bid packages only.
Architectural services include the coordination and direction of the work of the design team, the
gathering of information and the coordination and completion of the construction drawings and
specifications. Services also include coordination work with City Public Works, Planning and
Fire Departments to develop the project and obtain building permits. Consultant shall provide
interface between the design team and the City of Palo Alto, coordinating presentations to the
city personnel in the building so they are aware of what is going to happen during the
implementation phase, and then making sure that is what happens. Architect has included one
presentation to City Council. Consultant shall attend meetings with City staff as required.
MEP sub-consultant shall provide professional services, including mechanical, electrical,
plumbing and fire protection services to implement the scope of work. Their services shall
include attendance at design meetings as required. Prior to specification, equipment shall be
evaluated to provide the most energy efficient system possible. Evaluation may include Life
Cycle Costing for items over $10,000 value.
Structural engineering services will be provided in relation to any structural modification of,
including assessment and strengthening of, and provision of new opening and penetrations
through, the existing structural elements of the City Hall building occasioned by the
infrastructure upgrade work. Sub-consultant shall provide anchorage and housekeeping pad
details for all equipment as required; details for support and bracing of MEP systems (ducts,
piping, conduit, etc.); details for wall modifications and penetrations, and penetrations of post-
tensioned beams and floor slabs; and assessment of existing structural members, details and
procedural notes for anchorage installation at various MEP locations. No modifications of the
existing structure, including any general seismic upgrades will be required other than those
specifically noted as related to the infrastructure upgrade work. Work shall include drawings
and specifications, calculations as required to obtain building official approval of the structural
design and documentation. Services shall include four (4) site visits to observe and confirm
existing conditions, and four (4) design team meetings for package one. One (1) design team
meeting each is included for package two and package three.
Scheduling and cost estimating sub-consultant shall provide review of drawings at various stages
of design to check for constructability, and to assist in phasing and scheduling the work. Sub-
consultant shall assist in preparation of the final documents to assure a completely operational
building at the completion of each construction phase; and shall review phasing to assure work
Contract No. C3144644 - Amendment Three Page 7 07/01/08
will progress in the most efficient and practical manner. Engineer’s estimates shall be provided
with the 60% and 90% submittal.
D. Phase IV (Amendment #3) Bid Phase and Construction Administration
Work for "Bid Package 1: A-D"
1. Bid Phase:
Consultant shall attend the pre-bid meeting; respond to questions from
bidders; issue clarifications for addenda as required; and assist the City
of Palo Alto and their Construction Manager in assessing the bids for
award.
Neither Huntsman nor any of its sub-consultants will be responsible for
the administration of award of the bids.
2. Construction Phase
During the construction phase the Consultant shall:
(Architect) attend the pre-construction meeting and attend site construction meetings.
This includes up to 9 monthly meetings with another 4 meetings as needed. The
Structural Engineer shall attend the kick-off meeting and up to 4 additional meetings.
Review submittals and shop drawings and respond to RFI’s from City or
City’s Construction Manager.
Make revisions to the construction documents and issue Bulletins as
required.
Coordinate with the City of Palo Alto building inspectors as required.
Attend one punch list visit to review the work and compile a punch list.
Attend one follow up punch list review to make sure the punch list items
have been corrected.
3. Close Out
During Close Out Phase, the Consultant shall:
Attend a close out meeting with the City, the Construction Manager and
the contractors (one meeting only).
Produce final "Record Drawings" from information provided by Prime
Contractors. This includes one hard and one CD copy of the final
construction drawings.
Review the final close out package submitted by the prime contractors
for completeness.
General
The Civic Center office building will remain occupied during construction. Consultant shall
recommend equipment changes and methodologies in change-out while accommodating existing
occupants. Consultant shall prepare the final construction documents for replacement/retrofit of
Contract No. C3144644 - Amendment Three Page 8 07/01/08
all components defined at 30% design development. Consultant may be required to provide
specifications for pre-purchase of long lead items during this phase as determined by the project
construction schedule. Consultant shall assist the city in obtaining all required permits.
Plans and specifications shall be presented to the City at 30%, 60% and 90% completion. An
engineer’s estimate shall be prepared at the 60% and 90% design stage.
The Consultant shall provide support during bid and construction periods if awarded for that
phase. Consultant shall attend the pre-bid conference with interested contractor personnel, assist
staff in responding to requests for information or clarification, assist staff to prepare any
necessary addenda, and shall assist the City with evaluation of the bids. The Consultant shall
provide construction administration phase services commencing from the award of the
construction contract and terminating with the submittal and approval of record drawings.
Consultant shall attend a we-construction meeting and shall provide submittal review and
response to clarification requests as required. At project completion, contractor will provide "as-
built" information for the Consultant to prepare final record drawings. Consultant shall verify the
data provided before preparing the record drawings. Record drawings shall be provided in
AutoCad format on a CD, as well as one set of reproducible drawings.
3.DRAWINGS AND SPECIFICATIONS
Consultant shall submit four (4) sets of project development drawings and specifications with
each submittal. Upon completion of the final design, the Consultant will submit two (2) hard
copies of specifications, one (1) set of specifications in electronic "Word" document format, two
(2) sets of drawings for Facilities’ use, complete set of drawings on CD in AutoCad version R14
or R2000, and five (5) wet stamped drawings to the City Building Division. Specifications will
include Division 1 and shall be in the CSI format. AIA documents will not be allowed. City
shall provide Division 0. Only applicable information shall be included in the specifications.
Drawings shall be on a 36" x 48" sheet size with a scale of 1/4" = 1’.
As applicable, upon completion of the construction phase, 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. A complete set of Record Drawings shall also be submitted to
the city on CD in Autocad Version R14 or R2000.
4.PROJECT ADMINISTRATION
Karen Smith, Manager of Facilities Maintenance and Projects, will be the City’s Project
Manager, unless directed otherwise by the City. All questions, correspondence and invoices will
be addressed to the Project Manager at (650) 496-6973. Fax number is (650) 496-6958. All
correspondence shall be addressed to the City of Palo Alto, Facilities Management Division,
P.O. Box 10250, Palo Alto, CA, 94303.
5. TIME SCHEDULE
The Consultant shall complete all Phase I services within 100 calendar days after issuance of
notice to proceed. (Complete)
Contract No. C3144644 - Amendment Three Page 9 07/01/08
Consultant shall complete Phase II elevator design services through submittal for building permit
within 10 weeks after issuance of notice to proceed. The term period for Phase II of this
agreement shall be through Dec 30, 2004 or completion of the construction phase, whichever
occurs first. (Complete)
Consultant shall complete all Phase III design services including construction documents, and
assistance to obtain building permit within eight (8) months of notice to proceed for this phase.
Assistance during the bid phase and construction administration services is not included in Phase
III and shall be awarded at a later date if requested by City. (Complete)
Consultant shall complete all Phase IV services under this agreement by September 30, 2009, or
completion of the construction phase, whichever occurs first. The construction phase is expected
to be 270 calendar days.
Contract No. C3144644 - Amendment Three Page 10 07/01/08
EXHIBIT B: FEE SCHEDULE
Basic Services
The fees for this work shall include all Consultant costs necessary for providing the desired
services including sub-consultant costs, reimbursables, meetings, and report generation.
Reimbursables shall include travel, document reproduction costs, mailing and courier services.
Travel shall be reimbursed at the City’s current standard rate.
Phase I: Consultant shall provide all basic services for a not-t0-exceed fee of one hundred nine
thousand six hundred twenty dollars ($109,620).
Mechanical, Electrical, Energy, Life Safety,
Garage Ventilation Systems Analysis
Architectural Coordination (Time and materials not-to-exceed)
ADA/T24 Survey (Time and materials not-to-exceed)
Structural Engineering
Elevator Consulting
Cost Estimating/Construction Mgmt Consulting
Reimbursables (at-cost, not-to-exceed)
Total Phase I
Additional Services
$57,750
$14,500
" $5,000
$9,500
$4,200
$14,670
$109,620
$11,000
Phase II - Elevator Upgrade
Design Phase
Construction Administration
Reimbursables
Total Phase II
$82,552
$18,765
$106,317
Phase III - Infrastructure Upgrade (Three design packages)
Design Phase: not-to-exceed
Reimbursables: at cost, not-to-exceed
Total Phase III
$785,890
$82,119
$868,009
Additional Services $86,000
Phase IV - Amendment #3 Bid Phase and Construction Administration
The fees for the bidding, construction and close out phases of the infrastructure
repair project, Bid Package 1, are for Huntsman and Rutherford and Chekene
only. Consultant shall provide services under this phase for a not-to-exceed
amount of $82,006.
Contract No. C3144644 - Amendment Three Page 11 07/01/08
Bid Phase $13,280
Construction Administration $48,344
Close Out $12,482
Total $74,106
Reimbursables: at cost, not-to-exceed $7,900
Additional Services:
Should any work be requested by the City which falls outside the basic services of this project,
Consultant shall be paid on a time and material basis according to the standard fee schedule rates
in effect at that time (see attached). All additional services work must be authorized in advance
in writing by the City’s Project Manager prior to accomplishment of the work.
Contract No. C3144644 - Amendment Three Page 12 07/01/08
!50 California Street
Seventh Floor
i San Francisco California !T 415.394.1212
94111-4677 F 415.394,1222
Billing Rates
Huntsman
Project Principal
Project Architect/Project Manager
Architect/Job Captain
Intern Archil~ct
Drafter
Technical/Admin Support
Flack + Kurtz
] www,huntsmanag.com
$190.00 to $210.00
$155.00 to $170.00
$120.00 to $155.00
$95.00 b $120.00
$75.00 b 95.00
$75.00 13 $20.00
Senior Vice PBsident $300.00
Vice PBsident $225.00
Senior Associate $180.00
Associate $160.00
Engineer $130.00
Designer $110.00
Admin ~upport $85.00
Rutherford and Chekene
Executive l~incipals
Principals a~d As~ciate Principals
Senior Engineers
Engineers
Designers
CAD Specialists
$205.00
$170.00 to $190.00
$130.00 to $170.00
$110.00 to $130.00
$85.00 b $110.00
$70.00 b $120.00
San Francisco
New York