HomeMy WebLinkAboutStaff Report 136-10TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE: FEBRUARY 8, 2010 CMR:136:10
REPORT TYPE: CONSENT
SUBJECT: Approval of Amendment No. Four to Contract No. C3144644 with
Huntsman Architectural Group in the Amount of 592,270 for a Total
Contract Amount of 51,355,222 for Construction Administration for
Architectural and Structural Work for the Civic 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. Four to Contract No. C3144644 with Huntsman Architectural Group
(Attachment A) in the amount of $84,270 for basic services and $8,000 for additional services to
provide construction administration related to architectural and structural work for the Civic Center
Infrastructure Improvements Project PF-OI002. The amended contract amount would total
$1,250,222 for basic services and $105,000 for additional services. This is one of three contracts
(Huntsman Architectural Group, WSP Flack & K~ Inc., and Cambridge CM, Inc.) required to
move forward with the upcoming construction phase of this project.
DISCUSSION
Background
The Civic Center building was constructed in 1969 and no comprehensive major maintenance had
been performed on the building through 2006. In fiscal year 2000-01, the City Council created the
Civic Center Infrastructure Improvements project as part of the capital infrastructure maintenance
program to address deferred and on-going major maintenance. This capital program was intended to
extend the useful life of the Civic Center by approximately 30 years by replacing or refurbishing all
the major building equipment and systems for the tower, Council Chambers, and garage; addressing
fire code compliance issues; and providing maintenance upgrades to the exterior building envelope.
Interior and systems improvements for the Police wing of the building were excluded due to a
separate planned expansion project and may need to be addressed with a future project.
The project was phased to include a building study and report phase and a design and
implementation phase. The study phase determined the condition of the building and its systems; the
project scope; and methods for accomplishing the work in an occupied facility. Upon completion of
the study phase in fiscal year 2004 it was determined that the condition of the elevators required
immediate improvements ahead of the other work. As a result, in fiscal years 2005 and 2006 design
and construction of the elevator upgrades were completed prior to proceeding with design for the
CMR:136:1O Page 1 00
balance of the upgrade work. The design work for the balance of the project was completed in fiscal
year 2007.
Due to the size of the projected costs at that time, the remaining project was planned for completion
in three phases (referred to as bid packages) with funding spread over a five year period. The first
phase (Bid Package 1) consisted of replacement of the main building genemtor, boiler, and
refurbishment or replacement of major garage and building mechanical and electrical systems. The
construction phase of Bid Package 1 was completed in fiscal year 2009 and did not require the
relocation of city personnel. Phase 2 (Bid Package 2) consists of upgrades to mechanical and
electrical distribution systems, including transformers, panels, etc.; accessibility improvements; and
exterior painting and sealing. Bid Package 2 is scheduled for fiscal years 2010 and 2011. The final
phase (Bid Package 3) is intended to include any remaining work that is not completed within the
Bid Package 2 budget and is scheduled to be completed in fiscal year 2012.
Architectural and Structural Contmct
In February 2003, Council approved the initial consultant contract with Huntsman Architectural
Group for the Study Phase and scope development for future design and construction phases of the
Civic Center Infrastructure Project (CMR:145:03). Huntsman was selected through a standard
consultant selection process. The Request for Proposal (RFP) provided that the selected consultant
could be awarded future phases of the project if their work was found to be satisfactory. Several
phases of this multi-year project have been completed including the study of the building and
building systems for upgrade or replacement; elevator upgrade design and construction
administration (Amendment #1, CMR:435:03); design of all systems upgrades and selected
accessibility upgrades (Amendment #2, CMR:282:05); and construction administration for Bid
Package I (Amendment #3, CMR:35 1 :08).
Amendment No.4 Services Description
Given the complexity of the building systems, design and contract administmtion services have been
separated into two specialty contmcts: (1) architectural and structural and (2) mechanical, electrical
and plumbing. This division also resulted in a substantial cost savings to the City by eliminating
overhead costs related to specialty design work. Amendment #4 to the consultant contract provides
for construction administmtion services related to architectural and structural work under the second
construction phase for systems upgrades or Bid Package 2. Under this Amendment, Huntsman
Architectural Group will provide standard construction support during the bid, construction and
closeout phases including submittal review; response to requests for information or clarification;
attendance at job-site meetings; review of claims or change order requests; project oversight to
assure construction conformance with design requirements; and project closeout including
preparation and coordination of Record Drawings.
Next Steps
Construction of this phase will be awarded to multiple prime contractors and will include
refurbishment of the remaining mechanical systems not upgraded with Bid Package 1; electrical
systems, including transformers, panels, etc.; accessibility improvements; and exterior painting and
CMR: 136: 10 Page 2 ofJ
sealing. Construction of this phase is expected to begin in May, 2010 and will take approximately
ten months.
The building will remain occupied dwing the course of the project. Work will be scheduled to keep
systems operational during working hours and to minimize the impacts of construction on staff and
the public.
RESOtlRCE IMP ACf
Funds for this project are available in Capital Improvements Program Project PF-01002, Civic
Center Infrastructure Improvements.
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 #4
PREPARED BY:
KAREN SMITH
Manager of Facilities Maintenance and Projects
DEPARTMENT HEAD: fLJ.RA-
GLENN S. ROBERTS
CITY MANAGER APPROVAL:
CMR:136:10 Page 3 on
I
I
I
I
ATTACHMENT A
AMBRDMBN'l' NO. POUR TO CONTRACT NO. C3144644
BBTNBBN TO CZTY 0'9 PALO ALTO AND , ,
HUNTSMAN ARCHZTBCTURAL GROUP
This Amendment No. ~our to Contract No.C3144644
("Contract") is entered into , by and between the
CITY OF PALO ALTO, a California chartered municipal corporation
("CITYN) , and HUNTSMAN ARCHITECTURAL GROUP, a California
Corporation, located at 50 California Street, San Francisco, CA
94111-4677 (~CONSULTANT").
R B C Z TAL S:
WHEREAS, the Contract was entered into between . the
parties for the provision of professional services described in
contract C3'144644 related to the Civic Center infrastructure
upgrades; and
WHEREAS, the par.ties wish to amend the Contract;
NOW, THEREFORE, in conSideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION 1. 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'14 months
from receipt of City's Notice To Proceed or upon
completion of close out of project, whichever is
later. Upon the receipt of City's notice to proceed
on Phase V (Bid Package 2), Consultant will commence
bid, construction, and close out phase work in
accordance with the time schedule set forth in Exhibit
"AM. Time is of the essence of this Contract. The
provision 'will not preclude the recovery of damages
for delay caused by CONSULTANT."
'SECTION 2,. The section entitled "COMPENSATION" is
hereby amended, to read as follows:'
100126 smOIO
"COMPENSATION for the full performance of the Basic
Services, including any authorized reimbu~sable
expenses, City will pay Consultant a fee not to exceed
One Million Two Hundred Fifty Thousand Two Hundred
TWenty Two Dollars ($1,250,222). This contract covers
Phase I study and assessment, Phase II design and
construction administration for elevator upgrades,
Phase III design for infrastructure upgrades, Phase' IV
1
bid and construction phase services for Bid Package 1,
and Phase V bid, construction, and close out phase
services for Bid Package 2.
The amount of compensation will be calculated in
accordance with the hourly rate schedule set forth in
Exhibit "S", on a time and materials basis, up to the
maximum amount set forth in this Section. The hourly
fee schedule is attached and incorporated by this
reference as Exhibit 9B-1". 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.s
5.1.2 CITY may authorize Consultant to perform
Additior;tal Services. The amount of compensation for
such additional services shall not exceed One Hundred
Five Thousand Dollars ($105,000). Any employee's time
will be computed at a multiple of orie (1) 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".
h. 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.
2
100126 8m 010
IN WITNESS WHEREOF, the parties have by their duly
authori zed representatives executed this Amendment on the date
first above written.
CITY OF PALO ALTO
APPROVED:
Deputy City Manager
HUNTSMAN ARCHITECTURAL· GROUP,
INC.
By:~b-- -
DIrector of Public Works
ta:e: ¥t; //),; At N.4H &1-
Title:' -e;?Iltb/L'-~
APPROVED AS TO FORM:
Senior Asst. City At1;:orney
Attachments:
EXHIBIT itA":
EXHIBIT "B":
EXHIBIT "B-1":
100126 8m 010
SCOPE OF PROJECT & TIME SCHEDULE
FEE SCHEDULE
RATE SCHEDULE
3
REVISED EXHIBIT "A": SCOPE OF PROJECT AND TIME SCHEDULE
Amendment #4
CMC CENTER lNFRASTRUCTIJRB PROJECT: ClP PF-OI002
1. !N1'RODUCTION
·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 genera~r, 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 upgrac:les).
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 ~plementation phases as required to accomplish the above project.
The coqling 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, 200 floor, 31'11 floor, 4th floor, Sth tloor, and the 8th
tloors. Electrical upgrades to the 200 floor computer room and ~el "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
perfonn a survey of the building's electrical, mechanical and elevator systems outlined above,
and develop a feport 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 accouilt 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 altematives proposed by consultant shall be considered during this phase to
accOmplish the work· with the l~ cost andlor minimum disruption to the occupants. Consultant
shall place economic values on business disruption, leasing short~tenn space, and other
incidental factors in evaluating and preparing.an engineering economic analysis for .
'retrofit/replacement of building systems.
Contract No. C3144644 -Amendment Four Page 1 12/28/09
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, win be allowed to
remove and then replace existing cons1ruction 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 sbalJ. 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 tbmituie and equipment, and business intermptio~. I
• Consultant shall prepare preliminary construction cost estimates for each of the retrofit
. options. .
4, Rqport .
• Consultant shall prepare and deliver 5 copies of the draft report summarizing the findings
fiom the study.
• Upon City review and comments on the draft report, consultant shall make necessary revisions and then prepare and deliver s· copies of the final report to the City.
Detailed tasks and schedule for this phase of work are listed under ''Palo Alto Civic Center
Inftasttucture Building Study and Report Phase Scheduld' attached.
Consliltant shall present the study with alternates to Public Works staft the City's Executiye
Staff, and City Council as part of the City's decision process. At the ~mpletion 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 n 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 n of the work to the
COnmUmnt .
Architectural services will include work related to Title 24 work and other ancillary architectural
work triggered by the mechanical, electric~ 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 oftha 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. Cl144644 -Amendment Four Page '2 12/28/09
• 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
in:frastructure upgrade.
• Architectural work related to the site search, lease negotiations, programming, space
planning, conStruction drawings and specifications and construction administtation for a
swing space is not included.
• There is, to be no architectural cosmetic work.
• Other than noted abc>ve, 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-ca11 center, or the second floor computer room.
Following are the assumptions for the scope of mechanical, electrical and plumbing.
• 'Con:ununications system design is not included.
• Lighting design services for public areas and ,exterior areas are not included.
• 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
proviqed.
• Design oflandscape 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 fQr the different alternatives developed by the design team.
Contract No. C3144644 -Amendment Four Page 3 12/28109
B. Design and Implementation Phase -Elevator Upgrade (Complete)
In this phase, Consultant shall provide design development, cons1ruction 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, mong 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 ~e equipment room will be redesigned to meet current code. The work is' .
desc.ribed in the ''Elevator Infrastmcture ,Study" dated August 4, 2003.
The scope of the architectural work: in phase 2 includes design development, constniction
drawings, specificatio~ and conatntction 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 mechaDicat, electrical, plumbing, stmctura1 and elevator
work, done as part of the inftastructure upgrade. Architectural services include the coordination
~d direction of the work of the desip 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 obtaiD. 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 presentatiops. to the City's project team and the Palo Alto Architectural
Review Board for the new exterior canopy at elevator 4.
Following are the assumptioilS for the phase 2 scope of architectural services.
• There is architectural work only as· it 'relates to the support of the inftastmcture 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 pene1rations of floors
and walls for structural work. '
• There will be no architectural work related t~ Title 24 work except as triggered by the
infrastructure upgrade.
• Architectural work related to the site search, lease negotiations, programming, space
plamiing, construction drawings and specifications and constmction 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.
Contr~ct No. C3144644 -Amendment Four Page 4 12128/09
• There is no work in the 91 I-call center, or the second floor computer room.
The scope of the mechanical, electrical and plumbing wode 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 HV AC, power,
. and security design. Once the design development package is reviewed by the City and
approv~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 mcluded in the mechanical/electrical basic scope of
services. This can be provided under a separate authorization.
• Lighting design servi.ces forpublic 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 HV ACt power and
empty conduitlraceway requirements b.oo on infonnation from the specialty consultants
will be incotporated into the mechanical/electrical documentation. These specialty design
services can be provided under a separate authorization. Wodc 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
de$igned and coordinated with the utility. Any electrical service wolk 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 ot: imd 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 o~the structural engineering servic~s 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 -AmendmeJlt Four Page 5 12/28/09
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 specificatio~ 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 elevfl,tor scope of work and the
review of the elevator bid package. During the construction phase, the scope of work includes
bidding assistance as reciuired, shop drawing review, comdination with the architect on elevator
issues, periodic site observation and a punch Jist at the end of construction.
The scope of work for the construction management and cost consultant during the design
development phase win be to review the documents for constructabiJity 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 detai1edand 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
dming this phase will be determined after discussions with the City. If construction management
is requested by the City, it win be an additional service.
C. Phase m Design of Infrastructure Repairs (Complete)
The scope of work for phase m is described in the infrastructure study report prepared by
Hunt:sJnan, dated SeptemberS, 2003, and in the infrastructure project ~ dated April 12,
2004. Project will be designed as three bid packages which win 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. Inftastructure repairs in Package 1 include
replacement or upgrade of boiler and pumps, gai-age and building air handlers, Level A
ventilation unit contaminant control, ''building'' generator, electrical equipment in garage levels
Band C. garage exit,signage, CO detection system and garage ventilation controls, doubte
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. Infi:astructure 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 S and 6, electrical equipment
and feeders on tower floors, electrical feeders at main switchgear room, Level A transformer at
lunchroom, building fire alarm syst~ breakout windows, reseal all windows, exterior painting,
domestic water service, fire protection water service backflow, tire/smoke dampers, and
Attorney's office heating and ventilation.
Contract No. C3144644 -Amendment Four Page 6 12128/09
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, V A V 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: biggeredby the mechanical, electrical, and plumbing done as part of the
infrastmcture upgrade. Accessibility work is limited to the building entry, toilets and drinking
fOlDltain 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 cooniiDation work with' City Public Works, Planning and
Fire Departments to develop the project anel 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.
M.BP 'sub-consultant shall provide professional semces, 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
. eval~ to provide the most energy efficient system possible. Evaluation may include Life
Cycle Costing for items over $10,000 value.
Structural engineerlD.g 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
iDftastructure upgrade work. Sub-consultant shall provide anchorage and hOllSekeeping pad
details for all equipment as required; details for support and bracing ofMEP 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 strueture, b:icluding 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-consuItant 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 documelits to assure a completely operational
building at the completion of each construction phase; and shall review phasing to assure -work
, Contract No. C3144644 -Amendment Four Page 7 12128/09
will progress in the most efficient and practical manner. Engineer~s estimates shall be provided
with the 60% and 90% submittal.
D. Pbgse IV (Amendment #3) Bid Phase and Construction Administration
Work for "Bid Packagq I: A_Dn (Complete)
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 subwconsultants will be responsible for
the administration of awan! of the bids.
2. Construction Phase
During the construction phase the Consultant shall:
• (Architect) attend the pre-construction meeting and attend site construction meetings.
'Ibis includes up to 9 monthly meetings with another 4 meetings as needed. The
Structural Engineer shall attend the kick-offmeeting and up to 4 additional meetings.
• Review submittals and shop drawings and respond to RFJ's from City or
CitYs 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 infonnation 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.
B. Phase V (Amendment #4) Bid Phase. Construction Administration Work.
and Close Out Phase for "Bid Packag@ 2: Phases 3. 4, and S" .
1. Bid Phase:
Contract No.C3144644 -Amendment Four Page 8 . 12128/09
During the Bid Phase, the Consultant shall:
• Attend the pre-bid site walk and responding to questions during and after
the walk.
• Answer any questions the bidders may have during the bid phase.
• Issue agenda as required due to questions or reflect decisions :Ql8de
during the bid phase.
• Assist the City of Palo Alto and their Project Manager in assessing the
bids and awarding to the successful contractor or contractors.
• Neither Huntsman nor any of its sub-consultants Will be responsible for
. the administration of awani of the bids.
2. Construction Phase
During the Construction phase the Consultant shall:
• Attend site construction meetings; one meeting ~ month for 10 months. Include
another 5 additional meetings on an as needed basis. Rutherford and Chekene will attend
the kickooOffmeeting and then up to 4 additional meetings. ..
• Answer phone calls from the Construction Manager as requested.
• Review of submittals and shop drawings and respond to RFl's ftom 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 up to three punch list visits to review the work and compile a
punchUst.
• Attend one follow up punch list review to make sure the punch list items
have been corrected. .
3. CloseOut
During Close Out Phase, the Consultant shall:
• Attend a close out meeting with the City, the Construction Manager and
the contractor(s) (one meeting only).
• Produce final "Record Drawings" ftOm information provided by Prime
Contractors. This includes one hard and one CD copy of the final
construction drawings.
• Review the final close 01lt 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 -Aniendment Four Page 9 . 12128109
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 9()0,4 cOmpletion. An
engineer's estimate shall be prepared at the 60% and 9()oA, design stage.
TbeConsultant 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 infonnation Or clarification, assist staff to prepare any
~ addenda, and shall assist the City with evaluation of the bids. The Consultant shall
provide construction administration phase services commencing from the awanl of the .
construction contraCt and terminating with the submittal and approval of record drawings.
Consultant shall attend a pre-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 shaU be provided in
AutoCAD format on a CD, as well as one set of reproducible drawings.
3. DRAWINGS AND SPEC1FICAIIONS
Consultant shall submit four (4) sets of project development drawings and specifications with
each submittal. Upon completion of the final desim 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. AlA documents win not be allowed. City
sball provide Division O. Only applicaQle information shall be included in the specifications.
Drawings shall be on a 36" x 48" sheet size with a scale of 114" = 1 '.
As applicabl~ upon completion of the construction phas~ and after acceptance by the City, the
ConsUltant shall submit to the City one (1) complete set of reproducible mylar record drawings
retlecting all as-built conditions. A complete set of Record Drawings shaI1 also be submitted to
the city on CD in AutoCAD Version R14 or R2000.
4. PROJECT ADMINISTRATION
Karen Smith, will be the City's Project Manager, unless directed otherwise by the City. Philip
Ciralsky wilt be the City's Project Engineer. All questions, correspondence and invoices will be
addressed to the Project ManQger 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. Cl144644 -Amendment Four Page 10 . 12128/09
Consultant shall complete Phase II elevator design services through submittal for building pennit
within 10 weeks after issuance of notice to proceed. The term period for Phase II of this .
agreement sball be through Dec 30, 2004 or completion of the construction phase, whichever '
occurs first. (Complete)
Consultant shall complete all ~ m 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
m and shall be awarded at a later date ifrequested by City. (Complete)
Consultant shall complete aU 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. (Complete)
Consultant shall complete aU Phase V services under this agreement by June, 2011, or
completion of the construction phase, whichever occurs first. The construction phase is expected
to be 10 months.
Contract No. C3144644 -Am.endment Four Page 11 , 12128/09
EXijIBlT Bi FEE SCHEDULE CAmen4nJent #4)
BaPcS~~ ,
The fees for this work shall include aU Consultant costs necessary for providing the desired
services including sub-consultant costs, reimbursables, meetings, and report generation.
Reimbursables shall inclUdetrave~ document reproduction costs, mailing and courier services.
Travel shall be reimbursed at the City's CUIl'Cllt standard rate.
P_I: Consultant shall provide aU basic services for a not-to-exceed fee of one hwtdred 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)
ADA1I'24 Survey (Time and ,materials not-to .. exceed)
Structural Engineering
Elevator Consulting
Cost EstimatingIConstruction Mgmt Consulting
Reimbursables (at-cost, not-to-exceed)
Total Phase I
Additional Services
PhaSe IT -Eleyator Upgra4e
Design Phase
Construction Administration
Reimbursables
Total Phase II
Phase ill -Infrastructure Upgrade (l1n'ee design packages)
Design Phase: not-to-exceed
Reimbursables: at cost, not-to-exceed
Total Phase m
Additional Services
Phase IV -Amendment #3 Bid Phase and Construction Administration
$57,750
$14,500
$5,000
$9,500
$4,200
$14,670'
$4,000
$109,620
$11,000
-$82,552
$18,765
$5,000
$106,317
$785,890
$82.119
$868,009
$86,000
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 wtder this phase for a not-to-exceed
amount of$82,OO6.
Contract No. C3144644 -Amendment Four Page 12 . 12128/09
Bid Phase
Construction Administration
Close Out
Total
Reimbursables: at cost, not-to-exceed
$13,280
$48,344
$12.482
$74,106
$7,900
Phase V -Amendment #4 Bid Phase. Construction Administration. and Close Out
The fees for the bidding, construction and close out phases of Bid-Package #2,
Phases 3, 4, and 5, of the Infrastructure Upgrade project include fees and
expenses for Huntsman and Rutherford and Chekene. Consultant shall provide
services under this phase for a not-to-exceed amount of $84,270. -
Bidding, Construction, and Close Out
Reimbursables: at cost, not-to-exceed
Total Phase V
Additional Services
Additional Services:
$76,520
$7.750
$84,270
$8,000
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
.set forth in Exhibit "B-1". All additional services wolk must be authorized in advance in writing
by the City's Project Manager prior to accomplishment of the wolk.
Contract No. C3144644 -Amendment Four Page 13 12128/09