Loading...
HomeMy WebLinkAboutStaff Report 326-05Demolition and construction on a historic building with numerous site constraints is more challenging than typical demolition and construction, and project has requirements for a high degree of historic preservation. S ummarvo fS r . o lCltatton P rocess Proposal DescriptioniNQmber Construction Management Services for the Children's Library Renovation and Expansion Project Proposed Length of Project 12 months Number of Proposals Mailed 19 Total Days to Respond to Proposal 28 Pre-proposal Meeting Date April 19, 2005 Number of Company Attendees at 11 Pre-proposal Meeting Number of Proposals Received: 6 Company Name Location (City, State) Selected for oral interView? 1. Cooper Pugeda Management, San Francisco, CA . No Inc. 2. TRS Consultants, Inc. San Ramon, CA No 3. Analytical Planning Services, San Francisco, CA Yes hic. 4. O'Connor Construction Pleasanton, CA Yes Management, Inc. 5. NOV A Partners, Inc. Palo Alto, CA Yes 6. BBI/JKL Constructive Services Oakland, CA Yes Range of Proposal Amounts $145;000 to $340,000 Submitted An evaluation committee consisting of Public Works Engineering and Facilities staff reviewed all proposals submitted. The committee carefully reviewed each firm's qualifications and submittals in response to the criteria identified in the request for proposals (RFP) and four firms were invited to participate in oral interviews on June 1, 2005. The proposals were judged by the following criteria: • quality and effectiveness of proposed solutions, • qualifications and experience of the staff to be assigned to the project, incl~ding historic buildings • proposal quality and completeness, • percei~ed response time and ability to perform the work. NOVA Partners, Inc. was selected because it demonstrated superior knowledge of construction management, and has extensive experience with historic structures including historic libraries (specifically, Stanford's Green Library). NOVA Partners is located in Palo Alto. In addition to being highly technically qualified and experienced, NOVA's representatives demonstrated knowledge of the importance of the Children's Library to the Palo Alto community. CMR:326:05 Page 2of6· funding sources such as utility grants and the sale of Transferable Development Rights. (The Children's Library project is the first City-owned building to go through the Transfer of Development Rights process. There are significant differences in the process when dealing with public property. More information will be provided to Council as it becomes available.) The Children's Library project will use an energy efficient ground source heat pump system for its heating -and cooling. This "green" technology is eligible for Palo Alto Utilities grant funding. The utilities grant programs require customers to complete design assessments and installations prior to receiving funds through the existing Consultant Assi~tance for Resource Efficiency (CARE) and Commercial Advantage Program (CAP). The amount of CAP funds will depend entirely upon whether the eligible,measures were completed as proposed. CARE provides up to $10,000 per site, per year, to help project managers incorporate efficiency improvements into the design stage. CAP amounts vary with final specifications for replacement of existing electric and gas equipment (lighting, heating, cooling). Rebates from the City of Palo Alto Utilities public benefit resources programs are not paid until the completion ofthe project. POLICY IMPLICATIONS This recommendation does not represent any change in existing City policies. PROJECT REVIEW The Children's Library Project has undergone review by the Historic Resources Board, the Architectural Review Board, the Library Advisory Commission, and the Development Review Committee. As per the agreement with the Palo Alto Library Foundation and Friends of the Palo Alto Library, representatives of each organization were given the opportunity to review and comment on the drawings at the 35% and 65% design phases. See the attached drawings showing the site plan and elevations of the planned Children's library renovation and expansion. Design review of the 65% plans for the Children's Library Expansion and Improvements consisted of the Library Advisory Commission (LAC) on April, 28, and the Historic Resources Board (HRB) on July 6, 2005. The presentation to the LAC focused on the chariges made to the'floor plans since the LAC's review of the 35% plans. As shown on the plan, stroller parking has been added near the north entrance and the book drop was relocated to the south side. Selective demolition will be done to remove hazardous materials and preserve historic elements. The LAC reviewed the plans but did not need to take any action relative to the project. The HRB reviewed the ChiJdren's Library design (as shown on the attached plans and elevations), the recommendation from the State Historic Preservation Office (SHPO), and the Historic Structure Report (HSR). The HSR was required for the project to participate in the Transfer of Development Rights (IDR) program. At tlte HRB meeting, staff recommended, in concurrence with the finding of the State Office of Historic Preservation (SHPO), that the Historic Resources Board unconditionally recommend approval to the Director of Planning and Community Environment of the 65% design plans for the expansion of the Children's Library submitted by the project architect, Architectural Resources Group (ARG), as conforming to the Secretary of the Interior's Standards for Rehabilitation. . CMR:326:05 Page 4 of6 "BU, unless terminated earlier pursuant to Settion 20 of this Agreement. SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Ag~eement and in accordance with the sch~dule set forth in Exhibit "BU , attached to and made a part of this Agreement. Any Services for which timesof performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY's agreement to extend the term or th e schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATIO~ The compensation to be paid to CONSULTANT for performance of the Services dEScribed in Exhibit "A"" including both payment for professional services and reimbursable expenses, shall not exceed one hundred fifty, -seven thousand nine hundred seventy-eight Dollars ($157,978.00). In the , event Additional Services are authorized, the to tal compensation for services and reimbursable expenses shall not exceed one hundred seventy-three thousand six hundred seventy -eight Dolla rs ($173,678.00). The applicable rates and schedule of payment are set out in Exhibit "C If , entitled "COMPENSATION,"which is attached to and made a part of this Agreement. Additional Services, if any, .shall be ,authorized in accordance with and subject to the provisi6ns of Exhibit "C". CONSULTANT shall not receive any compensation for Additional Services performed wibout the prior written authorization of CITY. Additional Services shall' mean any work that is determined by CITY to be necessary for the proper completion of the Project, 'but'which is not included within the Scope of Services described in Exhibit "~". SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the services performed and the applicable charges (including an identification of personnel who performed the services, hours 'worked, hourly rates, and reimbursable expenses), based upon the CONSULTANT's billing rates (set forth in Exhibit "C"). If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT's payment requests shall be subj,ect to verification by CITY. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be performed by CONSULTANT or under CONSULTANT's supervision. CONSULTANT represents that it possesses the profes.sional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subconsultants have and shall 050310 2 Agreement. CONSULTANT shall nt assign or transfer any interest in this Agreement n6r the performance of any of CONSULTANT's obligations hereund'er without the prior written consent of the city manager. Consent to one assignment will not be deemed to be consent to any subsequent assig1ment. Any assignment made without the approval of the city manager will be void. SECTION 11. SUBCONTRACTING. Notwithstanding Section 10 above, CITY· agrees that subconsultants may be used to complete the Services. The subconsultants authorized by CITY to perform work on this Project are,identified in Exhibit "A". 'CONSULTANT shall be responsible for directing the work of the subconsultants and for any compensation due ,to subconsultants. CITY assumes no responsibility whatsoever concerning such compens~ion. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a subconsultant. CONSULTANT shall change or add subconsultants only with the, prior approval of the city manager or his designee. SECTION 12. PROJECT MANAGEMENT. CONSULTANT will assign Arlan Chun as the project director to have supervisory responsibility for , the performance, progress, and execution of the Services. If circumstances or conditions subsequent ,to, the execution of this Agreement cause the, substitution of the proj ect director or any other key personnel for any reason, the appointment of a substitute project director and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY's project manager. CONSULTANT, at' CITY's request, shall promptly remove personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property. The city manager will, represent CITY for all purposes under this Agreement. Debra Jacobs is designated as the project manager for the CITY. The project manager will be CONSULTANT's point of contact with respect to performance, progress and execution ~ the Services. The CITY may designate an alternate project manager from time to time. SECTION 13. DUTIES of CITY To assist CONSULTANT in the performance of the Services, CITY will furnish or cause to be furnished the specified services and/or documents described in Exhibit "A" and such other available information as may be reasonably requested by CONSULTANT. SECTION 14. OWNERSHIP OF MATERIALS. All drawings", plans, reports, specifications, calculations, documents', other materials and copyright interests developed or discovered by CONSULTANT or any other person engaged directly or indirectly by CONSULTANT to perform the services required hereunder shall be and remain the 0503J.0 4 EXHIBIT A existing Children's Library as they relate to the current governing codes. • Design a renovation of the existing Children's Library to replace or . upgrade the existing systems to meet the current codes. • Design expansions of approximately 1,882 gross SF to the north addition and 728 gross SF to the south addition of the Children's Library. . • Design a renovation and expansion of the Children's Library that incorporates green building concepts, sustainability, life cycle cost analysis and cost-benefit analysis of building systems, and value engineering. • Design a renovation of the Secret Garden, including its brick walls. • Design the landscape and hardscape for the grounds surrounding the Library. • Obtain approval of the renovation and expansion designs from Palo Alto's City Council, Library Advisory Commission (LAC), Architectural Review Board (ARB), Historical Resources Board (HRB), Public Art Commission (PAC), Building Department, Fire Department, Community Services Department, and Public Works Department. • Obtain construction cost estimates of the renovation and expansion in order to properly budget the project. • Have construction support and administration services provided during the construction of the renovation and expansion. The subject CM services are part of the last bullet item above. 4. CM SCOPE OF WORK General Requirements The CM shall provide a licensed engineer(s), architect(s), or other construction professional(s) to represent the City on-site. This Resident Project Representative (RPR) shall be approved by the City as having appropriate work-experience forthe position. If at any time the City is not satisfied with the performance of the RPR, the City reserves the right to request the services of a different individual(s). The RPR(s} shall be , retained prior to construction and shall attend the interview scheduled as part of the Request for Proposal process. The RPR shall work approximately twenty (20) hours per week 'at the construction site unless otherwise approved by the City. . Task A Pre-Construction Phase (Part Time) • Review Project Construction Documents The CM is required to become familiar with the plans, specifications, and construction logistics plans. Page 2 of 5 EXHIBIT A 10. Conduct weekly construction meetings. Take meeting minutes and provide copies to attendees. Research and resolve issues that arise at the. meetings. • Secure Inspection Services The CM shall secure the services of a testing agency for materials testing as well as for Special Inspections such as weld and fastener inspection, electrical, mechanical, etc. The inspector(s) shall be a subconsultant(s) to the CM and the subconsultant fee should be included in the CM's fee. The CM shall coordinate and schedule progress field tests and any required sign-ofts. CM shall review testing agency reports for compliance with the specifications. Task C CM shall: Post-Construction Services (Part Time) 1. Under the direction of the Project Manager, work to resolve all contract claim issues (stop notices, bonding, etc.). 2. Ensuie that warranty information is provided by the contractOi. Warranty and other related closeout information shall be compiled by the CM and grouped by specifications sections .. 3. Coordinate the preparation of record drawings with the contractor and review these drawings for "as-built" accuracy. 4. Consolidate all project files and documentation. 5. Respond to and coordinate items related to defective work-items that are included in the project's warranty period. This may include the services of the design consultant(s), contractor or City staft. Task D Administrative Tasks and Meetings • Reviewing Invoicing and Correspondence CM shall review payment invoices submitted by the construction contractor within ten (10) days of recefpt from the Project Manager. CM shall verify the accuracy and resolve any discrepancies in the invoice(s). CM shall, review and comment on any project-related correspondence if requested by the Project Manager. Routine correspondence that is related to product information or minor design issues may be prepared and answered by the CM on the CM's letterhead, with a copy of the response directed to the Project Manager and the Design Architect. Correspondence requiring City response shall be reviewed, approved, and signed only by the Project Manager. Page 4 of 5 POLICY NUMBER: 04354284501 COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY ADDITIONAL INSURED •• OWNERS, LESSEES OR CONTRACTORS (FORM B) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART. SCHEDULE Name of Person or Organization: CITY OF PALO ALTO, ITS COUNCIL MEMBERS, OFFICERS, AGENTS AND EMPLOYEES (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) 1. WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule, but only with respect to their liability arising out of "your work" for that insured by or for you. PRIMARY INSURANCE WITH RESPECT TO CL.lI..!MS AR!S!NG OUT OF THE OPERAT!ONS OF THE NAMED INSURED,. THE INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FORTHAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY CG 201011 85 Copyright, Insurance Services Office, Inc. 1984