HomeMy WebLinkAboutStaff Report 8508
City of Palo Alto (ID # 8508)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 10/16/2017
City of Palo Alto Page 1
Summary Title: Zero Waste Office CA Services
Title: Approve and Authorize the City Manager to Execute Contract
Amendment Number 1 to Contract Number C17165053 with Salas O'Brien
Adding Construction Administration to the Scope of Services and Increasing
Compensation by $35,000 for the Zero Waste Office Renovation, for a Total
Contract Amount Not to Exceed $252,800 for the Municipal Services Center
Improvements and Zero Waste Office Renovation Project (CIP PF-16006)
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or his
designee to execute Amendment No. 1 to Contract No. C17165053 with Salas
O’Brien (Attachment A) to add Construction Administration services to the Scope
of Services and increase compensation by $35,000, including $2,460 in Additional
Services, for the Zero Waste Office Renovation, for a total contract amount not to
exceed $252,800 for the Municipal Services Center Mechanical, Electrical, and
Lighting Improvements, and Zero Waste Office Renovation (Capital Improvement
Program project PF-16006).
Background
The Municipal Service Center (MSC) is located at 3201 East Bayshore Road in Palo
Alto and is occupied by numerous City departments and workgroups, including
Utilities; Public Works Facilities, Operations, Traffic, Fleet, and Zero Waste; and
Parks.
The MSC site is on the bay side of East Bayshore Road and consists of three main
buildings, Building A, Building B, and Building C, all of which were constructed in
1966. The buildings are low, one and two story tilt-up concrete structures with
CITY OF
PALO
ALTO
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concrete roof framing. Building A is approximately 15,730 square feet, Building B
23,935 square feet, and Building C 32,720 square feet. Seismic bracing was
installed on all three buildings in 1998.
The City and Salas O’Brien entered into the contract for professional services on
October 4, 2016. The original scope of the Salas O’Brien contract included design
services for: (1) upgrades to the mechanical and electrical systems and their
components servicing all three buildings that have reached the end of their useful
life expectancy and/or efficiency, while addressing design proficiency, energy
savings, code compliance, and aesthetics; (2) renovation of the City’s Zero Waste
group’s offices; and (3) design of structural upgrades associated with the
proposed mechanical system, electrical system, and office renovation.
Discussion
The original scope of the Salas O’Brien contract did not include Construction
Administration services for the Zero Waste Office Renovation. The purpose of
this Contract Amendment No. 1 is to add Construction Administration to the
scope and increase compensation for those services.
Construction Administration (CA) services consist of responding to Requests for
Information (RFI’s) from the contractor, reviewing contractor submittals and shop
drawings, assisting with the review of contract change order requests, preparing
supplemental instructions as required, conducting site observations, preparing
site observation reports, preparing punch lists for the contractor to address near
the end of the job, and preparing record plans of the finished work.
Timeline
The Construction Administration services will begin immediately following
approval. The construction contract for the Zero Waste Office Renovation has
recently started.
Resource Impact
Funding for Contract C17165053 Amendment No. 1 for the Municipal Service
Center Mechanical, Electrical, and Lighting Improvements, and Zero Waste Office
Renovation is available in Capital Improvement Program (CIP) project PF-16006.
Policy Implications
City of Palo Alto Page 3
This recommendation does not represent any change to existing City policies.
Environmental Review
This project was determined as categorically exempt from the provisions of the
California Environmental Quality Act (CEQA) under Section 15301 of the CEQA
Guidelines as repair, maintenance or minor alteration of an existing facility.
Attachments:
Attachment A: Amendment 1 to Contract C17165053
1 Revision July 20, 2016
AMENDMENT NO. 1 TO CONTRACT NO. C17165053
BETWEEN THE CITY OF PALO ALTO AND SALAS O’BRIEN ENGINEERS INC.
dba SALAS O’BRIEN FOR PROFESSIONAL SERVICES
This Amendment No. 1 to Contract No. C17165053 (“Contract” or “Agreement”) is entered
into October 16, 2017 (Amendment Effective Date), by and between the CITY OF PALO ALTO, a
California chartered municipal corporation (“CITY”), and SALAS O’BRIEN ENGINEERS INC., dba
SALAS O’BRIEN, a California corporation, located at 305 South 11th Street, San Jose, CA 94112
("CONSULTANT"). City and Consultant are referred to herein collectively as the “Parties”.
R E C I T A L S
A. The Contract, dated effective October 4, 2016 was entered into between the Parties for the
provision of architectural and design services for: upgrades to the mechanical and electrical
systems and their components servicing three buildings at the Municipal Service Center;
renovation of the Zero Waste group’s offices; and structural upgrades associated with the
proposed mechanical system, electrical system and office renovation.
B. Section 27.4 of the Contract authorizes the Parties to modify the contract by written
amendment.
C. The Parties now desire to amend the Contract to add Construction Administrative (CA)
services for the Zero Waste office renovation project at the Municipal Service Center to the scope
of services and to increase the compensation by Thirty Five Thousand Dollars ($35,000), from Two
Hundred Seventeen Thousand Eight Hundred Dollars ($217,800) to Two Hundred Fifty-Two
Thousand Eight Hundred Dollars ($252,800).
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this
Amendment, the Parties agree:
SECTION 1. Section 1 “SCOPE OF SERVICES”, of the Contract is hereby amended to read as
follows:
“CONSULTANT shall perform the Services described at Exhibit “A” and
Exhibit “A-1” in accordance with the terms and conditions contained in this
Agreement and this Amendment No. 1. The performance of all Services
shall be to the reasonable satisfaction of CITY.”
SECTION 2. Section 3 “SCHEDULE OF PERFORMANCE”, of the Contract is hereby amended
to read as follows:
“Time is of the essence in the performance of Services under this
Agreement. CONSULTANT shall complete the Services within the term of
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this Agreement and in accordance with the schedule set forth in Exhibit “B”
and Exhibit “B-1”, attached to and made a part of this Agreement. Any
Services for which times for 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 the schedule for performance shall not preclude recovery of
damages for delay if the extension is required due to the fault of
CONSULTANT.”
SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION”, of the Contract is hereby
amended to read as follows:
“The compensation to be paid to CONSULTANT for performance of the
Services described in Exhibit “A” (“Basic Services”) and Exhibit “A-1”
(Amendment No. 1), including both payment for professional services and
reimbursable expenses, shall not exceed Two Hundred Thirty Thousand Five
Hundred Forty Dollars ($230,540). In the event Additional Services are
authorized, the total compensation for Services, Additional Services, and
reimbursable expenses shall not exceed Two Hundred Fifty-Two Thousand
Eight Hundred Dollars ($252,800). The applicable rates and schedule of
payment are set out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,”
which is attached to and made a part of this Agreement. Any work
performed or expenses incurred for which payment would result in a total
exceeding the maximum amount of compensation set forth herein shall be
at no cost to the CITY. Additional Services, if any, shall be authorized in
accordance with and subject to the provisions of Exhibit “C”. CONSULTANT
shall not receive any compensation for Additional Services performed
without 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 at Exhibit “A” and Exhibit “A-1”.
SECTION 4. The following exhibits to the Contract are hereby added and amended to read
as set forth in the attachments to this Amendment, which are incorporated in full by this
reference:
a. Exhibit “A-1” entitled “SCOPE OF SERVICES, AMENDMENT No. 1”- Added
b. Exhibit “B-1” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT No. 1”-
Added
c. Exhibit “C” entitled “COMPENSATION, AMENDMENT No. 1”- Amended
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SECTION 5. Except as herein modified, all other provisions of the Contract, including any
exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Agreement on the date first above written.
CITY OF PALO ALTO
City Manager (Contract over $85k)
APPROVED AS TO FORM:
City Attorney or designee
(Contract over $25k)
SALAS O’BRIEN ENGINEERS INC.
dba SALAS O’BRIEN
Officer 1
By:
Name:
Title:
Officer 2 (Required for Corp. or LLC)
By:
Name:
Title:
Attachments:
EXHIBIT "A-1": SCOPE OF SERVICES, AMENDMENT NO. 1-ADDED
EXHIBIT "B-1": SCHEDULE OF PERFORMANCE, AMENDMENT NO. 1-ADDED
EXHIBIT “C”: COMPENSATION, AMENDMENT NO. 1-AMENDED
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Mike Prusty
Secretary
Jeffry Gosal
4 Revision July 20, 2016
EXHIBIT “A-1”
SCOPE OF SERVICES
AMENDMENT NO. 1
Background:
Under the Contract, CONSULTANT is providing services for the Municipal Service Center (MSC)
mechanical, electrical, and lighting improvements, and Zero Waste office renovations project.
After award of the separate construction contract for the Zero Waste office renovation, City
requested that CONSULTANT provide additional services consisting of Construction
Administration (CA) services. This Amendment provides for such additional services.
Task 2 of Exhibit “A” of the Contract is modified to include the following additional work:
Construction Administrative Services for Municipal Service Center (Tenant Improvement –
Zero Waste)
Trades included in this additional work:
1. Architectural
2. Structural Engineering
3. Electrical Engineering
4. Plumbing Engineering
5. Mechanical Engineering
Scope of Work Includes:
1. Construction Administrative support:
a. Respond to Requests for Information (RFI’s).
b. Review submittals and shop drawings.
c. Assist in the review of contract change order request.
d. Prepare supplemental instructions as required.
e. Attend three (3) site observations per discipline.
f. Prepare site observation reports upon completion of each site visit.
g. Attend two (2) site visits for punch walk and back-check.
h. Prepare punch lists for contractor to address.
2. Project Close-Out:
a. Prepare A/MEP and structural engineering record drawings based upon red-
lines drawings provided by the construction contractor and field reviews.
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EXHIBIT “B-1”
SCHEDULE OF PERFORMANCE
AMENDMENT NO. 1
CONSULTANT shall perform the Services in Exhibit “A-1” so as to complete each milestone
within the number of days/weeks specified below. The time to complete each milestone may
be increased or decreased by mutual written agreement of the project managers for
CONSULTANT and CITY so long as all work is completed within the term of the Contract.
CONSULTANT shall provide a detailed schedule of work consistent with the schedule below
within 2 weeks of receipt of issuance of Notice to Proceed.
Milestone Schedule of Performance
Task 2 – Zero Waste Renovation
Construction Administration Duration of Construction (120 Days)
Project Closeout 4 weeks following Notice of
Completion issue date to the
construction contractor
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EXHIBIT “C”
COMPENSATION
AMENDMENT NO. 1
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule
attached as exhibit C-1 up to the not to exceed budget amount for each task set forth
below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for
Basic Services, including reimbursable expenses, and the total compensation for Additional
Services do not exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 Study of Mechanical, Electrical, and Lighting
Systems
$27,225
Task 2 Zero Waste Office Renovation
$60,590
Task 3 Schematic Design – Mechanical, Electrical, and
Lighting Systems Upgrades
$28,050
Task 4 Design Development – Mechanical, Electrical,
and Lighting Systems Upgrades
$31,350
Task 5 Construction Documents (90%) and Permit
Package – Mechanical, Electrical, and Lighting
Systems Upgrades
$44,550
Task 6 Bid Documents (100% Construction
Documents) – Mechanical, Electrical, and
Lighting Systems Upgrades
$33,000
Task 7 Bid and Construction – Mechanical, Electrical,
and Lighting Systems Upgrades
$5,775
Sub-total Basic
Services
$230,540
Reimbursable $0
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Expenses
Additional
Services
$22,260
Maximum Total
Compensation
$252,800
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization
from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONSULTANT’s proposed maximum compensation, including reimbursable
expense, for such services based on the rates set forth in Exhibit C-1. The additional
services scope, schedule and maximum compensation shall be negotiated and agreed to in
writing by the CITY’s Project Manager and CONSULTANT prior to commencement of the
services. Payment for additional services is subject to all requirements and restrictions in
this Agreement
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