HomeMy WebLinkAboutStaff Report 6326
City of Palo Alto (ID # 6326)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 3/21/2016
City of Palo Alto Page 1
Summary Title: Contract Amendment for Walker Parking Consultants
Title: Approval of Amendment One to Contract No. C15157200 With Walker
Parking Consultants to Add $29,330 for Design of Automatic Parking
Guidance Systems (APGS) and Parking Access and Revenue Controls (PARCs);
Approval of a Transfer of $29,330 From the University Avenue Parking Permit
Fund to PL-15002 and Approval of Budget Amendments for PL-15002 in the
Capital Fund and the University Avenue Parking Permit Fund
From: City Manager
Lead Department: Planning and Community Environment
Recommendation
Staff recommends that Council:
1. Approve Amendment Number One to Contract C15157200 (Attachment A) with Walker
Parking Consultants to add $29,330 for extension of services for Design of Automatic
Parking Guidance Systems (APGS) and Parking Access and Revenue Controls (PARCs),
and
2. Amend the Fiscal Year 2016 Budget Appropriation Ordinance for
a. the University Avenue Parking Permit Fund by:
i. Increasing the transfer to the Capital Improvement Fund in the amount of
$29,330; and
ii. Decreasing the fund balance by $29,330.
b. the Capital Improvement Fund by:
i. Increasing the transfer from the University Ave Parking Permit Fund in
the amount of $29,330; and
ii. Increasing the Parking Guidance Systems, Access Controls, and Revenue
Collection Equipment project (PL-15002) in the amount of $29,330.
Executive Summary
In early 2014, the City began efforts to address the significant parking and transportation
challenges in Downtown Palo Alto through several related initiatives. This strategy involves
projects to increase parking supply, improve parking management, and reduce overall demand.
In August 2014, Staff presented a summary of Downtown’s estimated parking supply and
City of Palo Alto Page 2
occupancy challenges to Council, noting the benefits associated with improved parking
management, partially accomplished through better management of parking supply and
provision of real-time parking information to parkers.
Acknowledging the importance of improved parking management, Council directed staff to
move forward with an RFP for integrated Automatic Parking Guidance Systems (APGS) and
Parking Access and Revenue Controls (PARCs) for the Downtown parking lots and garages.
Automatic Parking Guidance Systems provide information to parkers on where available
parking is located, which reduces driving time and congestion, and Parking Access and Revenue
Controls provide infrastructure to allow for paid parking, a key component of parking
regulation. In May 2015, City Council approved a contract with Walker Parking Consultants to
initiate design of these systems and engage a stakeholder group in their development.
The group met several times to discuss parking issues and challenges in Downtown and the
characteristics of available technologies. Although the stakeholders felt very favorably about
the implementation of APGS systems as a way to upgrade the existing parking facilities and
improve the customer experience, some were concerned about implementing PARCS
equipment in garages before introducing a paid parking solution in the on-street spaces of
Downtown. They recommended coupling the evaluation of the PARCS infrastructure with the
Downtown Paid Parking Study, recently awarded by City Council to Dixon Associates, as
stakeholders felt that it would be more prudent to initially charge for parking on the street
rather than in the garages. As a result of this recommendation, additional funds are required
for the Walker contract in order to accommodate an extended schedule for the work.
Background and Discussion
City staff is engaged in a number of parking management programs to improve parking
utilization and maximize parking supply, including parking guidance systems, parking
wayfinding, and real-time parking occupancy.
Staff issued an RFP on January 15, 2015 to solicit proposals for design and construction
administration services of an integrated parking facility management system for the four city-
owned garages, and as an add-alternate, for the City’s surface lots. The City received one
responsive proposal to the RFP, and Council awarded the contract to Walker Parking
Consultants in May 2015.
A stakeholder committee was formed and held two meetings between May 2015 and
November 2015, and another focused on APGS in January 2016. As a result of these meetings
and the business and resident stakeholder feedback, it was determined that the best approach
to these programs was to continue work on the Automatic Parking Guidance Systems in
conjunction with the Downtown Palo Alto wayfinding design project, and place the PARCs work
on hold pending the outcome of the Downtown Palo Alto Paid Parking Study. The Downtown
Paid Parking Study is expected to result in a comprehensive recommendation for parking
pricing in Downtown Palo Alto, at which time the design and construction of PARCs systems
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would be most timely and responsive to the outcome of the study.
The proposed contract amendment supports extension of Walker’s contract to enable the
PARCs design to be completed following the completion of the Downtown Paid Parking Study.
The amendment includes provision for one additional stakeholder meeting to finalize the PARCs
recommendations, two additional design development review meetings, and additional
construction administration site visits.
Timeline & Resource Impact
The existing budget within CIP PL-15002 is insufficient to cover this additional work. Staff
requests an increase of $29,330 in the transfer from the University Avenue Parking Permit Fund
to the Capital Improvement Project PL-15002, Parking Guidance Systems, Access Controls, and
Revenue Collection Equipment project to cover these costs.
The total cost for the contract amendment is as follows:
Additional Services Fee
Site Analysis and Programming $ 4,400
System Design Development $ 7,040
Pre-Construction $ -
Construction Administration $ 9,680
Reimbursable Expenses $ 8,210
Total $ 29,330
There is not currently funding proposed in the CIP to implement either Parking Guidance
Systems or Access/Revenue Controls. Unless this changes, the City would have to fund these
technologies with parking revenues, which will be considered as part of the paid parking study
that is now underway.
Staff expects to begin work on the design of the PARCs system following completion and
recommendations from the Downtown Paid Parking Study, anticipated to be in late 2016. In
the interim, a parking wayfinding (signage) program is planned to move forward, and that
program is being designed to enable integration of parking guidance systems when funded.
Policy Implications
This project is consistent with Council-directed integrated parking policy to improve
management of parking permit distribtuion and increase utilization in garages and lots.
Environmental Review
The proposed project does not have the potential to cause significant environmental impacts
and the project dos not require review pursuant to the California Environmental Quality Act
(CEQA) Guidelines Section 15061(b)(3).
City of Palo Alto Page 4
Attachments:
Attachment A: Walker Contract #C15157200 Amendment 1 (PDF)
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AMENDMENT NO. 1 TO CONTRACT NO. C15157200
BETWEEN THE CITY OF PALO ALTO AND
WALKER PARKING CONSULTANTS/ENGINEERS, INC.
This Amendment No. 1 to Contract No. C15157200 (“Contract”) is entered into
February 22, 2016, by and between the CITY OF PALO ALTO, a California chartered municipal
corporation (“CITY”), and WALKER PARKING CONSULTANTS/ENGINEERS, INC., a
Michigan corporation, located at 2121 Hudson Avenue, Kalamazoo Michigan, 49008
("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties for the provision of new
static and dynamic parking way-finding signage.
B. CITY intends to extend the term and increase the compensation by $29,330.00
from $191,760 to $221,090.00 for additional services as specified in Exhibit “A” Scope of Services.
C. 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 1. Section 2 TERM is hereby amended to read as follows:
“SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution
through December 31, 2016 unless terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 2. Section 4 COMPENSATION is hereby amended to read as follows:
“SECTION 4. NOT TO EXCEED COMPENSATION. 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 Two Hundred Twenty One
Thousand Ninety Dollars ($221,090.00). The applicable rates and schedule of payment are set out in
Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this
Agreement. ”
SECTION 3. The following exhibit(s) to the Contract is/are hereby amended to read
as set forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a.Exhibit “A” entitled “SCOPE OF SERVICES”.
b.Exhibit “C” entitled “COMPENSATON”.
b.Exhibit “C1” entitled “HOURLY RATE SCHEDULE”.
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ATTACHMENT A
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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.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives
executed this Amendment on the date first above written.
CITY OF PALO ALTO
APPROVED AS TO FORM:
WALKER PARKING
CONSULTANTS/ENGINEERS, INC.
Attachments:
EXHIBIT "A": SCOPE OF SERVICE
EXHIBIT “C” COMPENSATION
EXHIBIT "C1": HOURLY RATE SCHEDULE
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Managing Principal
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EXHIBIT “A”
SCOPE OF SERVICES
TASK A: Site Analysis and Programming
1.
2. The CONSULTANT shall attend a kick-off meeting with CITY staff to review the project
scope and schedule, and review main objectives for the proposed system.
a. Work with CITY to identify key stakeholders for the PGS/PARC project team to
ensure all entities impacted by the project are represented in the decision making
process.
b. Facilitate a kick-off meeting between key CITY stakeholders and CONSULTANT
team members to review the project scope and schedule, and review the main
objectives for the proposed system.
3. The CONSULTANT shall conduct walk-throughs of garages R, S/L, CW and CC and review
all CITY-provided information for the garages, including as-built plans for the garages. CITY
will provide architectural drawings of the garages for the CONSULTANT to use for
background drawings.
a. Work with the appropriate project stakeholders to identify and inventory the current
parking facilities to be included in the project.
b. Evaluate and document the existing infrastructure that is available to support the PGS
and PARC.
c. Evaluate the infrastructure and space requirements to support the desired PGS/PARC
and identify new infrastructure and space requirements necessary to support the
desired systems. The evaluation will take into consideration the use of existing
infrastructure where feasible, advisable, and cost effective.
4. The CONSULTANT shall attend up to three stakeholder meetings/Planning Commission
meetings to gather input on the type of equipment and proposed designs for the equipment.
The CONSULTANT shall provide renderings of the garage entryways and identify pros and
cons of up to two design options for each facility. The CONSULTANT should anticipate
submitting plans for building permit review for all applicable CITY departments.
a. Facilitate the stakeholder meetings to develop a set of high-level system requirements
that CITY desires to be included in the new PGS and PARC systems in an effort to
achieve the goals for this project.
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b. Identify relevant features and functionalities that meet CITY-established goals
through implementation of industry best practices. CONSULTANT will identify
technologies that are currently available, emerging, and on the horizon in the parking
industry for consideration by CITY. CONSULTANT will assist CITY in evaluating
the features and functionalities based on the accepted state-of-the-art technologies
available in the world and domestic markets including identification of CITY-desired
features and functionalities that may require customized system development by the
PGS/PARC Contractor. These technologies will cover the functionality of the
equipment as well as the operational requirements to be fulfilled by the new system.
c. Document the relevant PGS/PARC features and functionalities including a
description of each along with the advantages and disadvantages, commercial
availability, proven successes/failures, risks, and estimate of the associated
acquisition/construction/implementation costs as they relate to CITY’s operating
environment and existing infrastructure.
d. Document potential requirements in a detailed Design Criteria Matrix of “Critical”
and “Desirable” features and functionalities. The Design Criteria Matrix will be used
in the System Design Development and Construction Administration phases to
ensure that the required features and functionalities are provided. The agreed upon
Design Criteria Matrix will serve as the basis for the system design in Task B.
e. Develop a preliminary Opinion of Probable Cost (OPC) for the acquisition,
construction, and implementation costs based on the recommended PGS/PARC and
necessary infrastructure.
f. Conduct a review meeting with project stakeholders to solicit feedback on the
deliverables developed and incorporate the review comments into the final
deliverables.
5. The CONSULTANT shall provide site analysis, identifying any required medians/islands and
concrete pours which would be required for installation of equipment.
a. Identify the appropriate civil infrastructure necessary to accommodate the design
criteria and develop conceptual equipment and island locations.
b. Develop conceptual drawings of the garage entryways depicting schematic layouts of
the preferred equipment.
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Task A Deliverables:
1. Draft PGS/PARC Evaluation and Recommendations Report
2. Final PGS/PARC Evaluation and Recommendations Report
3. Design Criteria Matrix
4. Opinion of Probable Cost (OPC) for the PGS/PARC
5. Schematic layout of proposed equipment locations and conceptual drawings of the necessary
equipment islands for each garage
TASK B: System Design Development
1. The CONSULTANT shall prepare detailed design drawings and specifications for equipment
installation and any civil, electrical or mechanical work required for the installation. The
CONSULTANT shall develop all construction plans, details and specifications based on
completion of Task A including incorporation of all review comments and value engineering
decisions.
a. Develop functional specifications based on the design criteria established in Task A
and provide submittals at the 65%, 95%, and Final completion milestones. The
functional specifications will include requirements for system functionalities,
performance metrics, and service levels for various aspects of the PGS and PARC.
b. Refine the conceptual drawings developed in Task A, based on CITY feedback, to
produce design drawings for the PGS/PARC at each parking garage. Submittals of
the design drawings will be provided at the 65%, 95%, and Final completion
milestones. Drawings will show proposed locations of major PGS components
(sensors, space indicators, signage, etc) and PARC components (equipment islands,
entry/exit stations, barrier gates, dynamic signage, etc.)
c. Develop technical specifications for the civil and electrical infrastructure required for
the PARC and PGS. Submittals of the design drawings will be provided at the 65%,
95%, and Final completion milestones.
d. Refine the OPC at the 65%, 95%, and Final design milestones to reflect any changes
encountered.
e. Develop a Phased Implementation Plan that includes a phased installation and
activation milestones based on the design criteria and required new infrastructure.
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2. The CONSULTANT shall coordinate with the Wayfinding Consultant on specification of
PGS technology and proposed signage locations, and work with Wayfinding CONSULTANT
on PGS signage mock-ups as necessary.
a. Coordinate with the Wayfinding Consultant at the 65%, 95%, and Final design
milestones to ensure the PGS design elements are consistent with the branding and
signage program developed by the Wayfinding Consultant.
b. Review the signage design created by the Wayfinding Consultant to verify the signs
can accommodate the dynamic message displays for the PGS and the appropriate
messages are being displayed to drivers at the proper decision points.
3. The CONSULTANT shall meet with CITY Staff as necessary to respond to and address
CITY and Community comments.
a. Conduct design review meetings, via WebEx or in person as necessary, with project
stakeholders after the 65% and 95% design milestone submittals.
TASK B Deliverables:
1. PARC and PGS Functional Specifications – submitted at the 65%, 95%, and Final design
milestones with stakeholder feedback incorporated at each design milestone
2. Design Drawings – submitted at the 65%, 95%, and Final design milestones with stakeholder
feedback incorporated at each design milestone
3. Technical Specifications for Civil and Electrical Infrastructure – submitted at the 65%, 95%,
and Final design milestones with stakeholder feedback incorporated at each design milestone
4. Revised OPC – submitted at the 65%, 95%, and Final design milestones to reflect any
changes that impact estimated costs
5. Phased Implementation Plan
TASK C: Pre-Construction
1. The CONSULTANT shall develop Bid Documents for competitive bid, including detailed
specifications for equipment and installation.
a. Prepare and package the following documents for inclusion in the CITY’s RFP for
the PGS and PARC:
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i. Functional Specifications and Drawings developed in Task B
ii. Technical Specifications for the civil and electrical infrastructure for the
PARC and PGS
iii. Phased Implementation Plan developed in Task B
iv. Minimum Proposer Qualifications
v. Pricing Templates that allow evaluation of the proposed costs for major
system components of the PGS and PARC in a detailed breakout for side-by-
side comparison between proposals
2. The CONSULTANT shall prepare a location plan of equipment and submit to CITY for
review, and revise as needed to CITY’s satisfaction.
a. Will be developed as part of the Task B conceptual drawings and finalized prior to
advertisement of the Bid Documents
3. The CONSULTANT shall verify the statement of probable cost for construction and
equipment purchase.
a. OPC will be finalized as part of Task B, prior to advertisement of the Bid Documents
4. The CONSULTANT shall attend one preconstruction meeting to be conducted by the CITY
for the PARCs and PGS implementation, and assist the CITY in evaluation of the bids as
necessary.
a. Develop presentation materials and facilitate a pre-proposal conference for the PARC
system and the PGS system, including developing pre-proposal agendas,
documenting questions received from the potential respondents and preparing
responses to questions related to the RFPs
b. Prepare addenda with changes to the Functional Specification and other contract
documents created by the CONSULTANT team, if necessary
c. Review and evaluate the submitted proposals for RFP responsiveness and compliance
regarding minimum qualifications, technical solution, and pricing. The review will
include creation of a comparative matrix that identifies key advantages and
disadvantages of each proposal to help facilitate proposer selection
d. Participate as a technical advisor to the selection committee during the CITY’s
scoring and evaluation of the proposals
TASK C Deliverables:
1. Finalized OPC
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2. RFP Documents – Five (5) 18” x 24” construction document sets, finalized Phased
Implementation Plan, Minimum Proposer Qualifications, Evaluation Criteria, and Pricing
Template
3. Pre-Proposal Materials – Pre-proposal agenda, proposer question documentation, and
responses to proposer questions
4. Design Document Addenda – Revised construction documents that address necessary
clarifications after issuing the RFP
5. Evaluation Matrix – Matrix outlining key advantages and disadvantages of each proposal
TASK D: Construction Administration
1. As requested by the CITY, CONSULTANT shall review and respond to Contractor
submittals and requests for substitution, and contractor’s requests for information and
clarification.
a. Review the Contractor’s submittals outlined in the contract documents and verify that
the submittals conform to the requirements in the contract documents. Includes
review and comment on Contractor-created test plan and test procedures (required in
the Functional Specifications as part of the Contractor submittals) for the required
system tests for verification that the proposed test procedures demonstrate the
functional requirements stipulated in the contract documents
b. Review and respond to Contractors’ Requests for Information (RFI) and Requests for
Substitution (RFS)
2. The CONSULTANT shall conduct a final inspection at the completion of the installation to
insure appropriate installation, location and quality of installation.
a. Perform field observations of the Contractor installed equipment at each location
after all equipment has been installed to verify that the installation conforms to the
contract documents and provide documentation of any observed deviations
b. Participate in final acceptance tests of a sampling of each equipment type at each
garage after all equipment has been installed to verify that the equipment is
functioning per the contract documents
Task D Deliverables:
1. Submittal Review Documentation - Documentation of CONSULTANT’s comments to
Contractor submittals as it relates to conformance with the contract documents
2. RFI and RFS Responses – Documentation of CONSULTANT’s responses to Contractor RFI
and RFS using the CITY-provided forms
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3. Field Observation Reports – Documentation of issues observed during field observations of
final equipment installation
4. Testing Documentation – Completing the Contractor-provided test scripts and noting any test
deviations
AMENDMENT NO. 1 ADDITIONAL SCOPE OF SERVICES
Task A – Site Analysis and Programming
CONSULTANT will prepare for and attend one (1) additional stakeholder meeting to finalize the
Parking Access and Revenue Controls (PARCs) recommendations.
Task B – System Design Development
CONSULTANT will prepare for and attend two (2) additional design development review
meetings.
Task D – Construction Administration
CONSULTANT will prepare for and attend two (2) additional construction administration site
visits.
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EXHIBIT “C”
COMPENSATION
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.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit “A” (“Basic Services”) and reimbursable expenses shall not exceed
$221,090.00. CONSULTANT agrees to complete all Basic Services, including reimbursable
expenses, within this amount. 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.
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, does not exceed $191,760.00.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $44,420.00
(Site Analysis & Programing)
Task 2 $66,275.00
(System design & Development)
Task 3 $35,240.00
(Pre-Construction)
Task 4 $31,785.00
(Construction Administration)
AMENDMENT NO. 1
Task A $4,400.00
(Site Analysis and Programming)
Task B $7,040.00
(System Design Development)
Task D $9,680.00
(Construction Administration)
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Sub-total Basic Services $198,840.00
Reimbursable Expenses $14,040.00
Reimbursable Expenses Amendment No. 1 $8,210.00
Total Basic Services and Reimbursable expenses $221,090.00
Maximum Total Compensation $221,090.00
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel
and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense anticipated to be more than $1,000.00 shall be approved in advance by the
CITY’s project manager.
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 Agree
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EXHIBIT “C-1” HOURLY RATE SCHEDULE
Scope Labor Categories Estimated Hours Hourly Rate Extended Rate
Task A:
Site Analysis and Programming
Senior Project Manager 75 $220 $16,500
Consultant 82 $185 $15,170
Principal-in-Charge 22 $255 $5,610
Senior Engineer 20 $195 $3,900
Cad Technician 24 $135 $3,240
Anticipated Expenses $6,675
TOTAL NOT TO EXCEED, TASK A $51,095
Task B:
System Design Development
Senior Project Manager 50 $220 $11,000
Consultant 150 $185 $27,750
Principal-in-Charge 11 $255 $2,805
Senior Engineer 52 $195 $10,140
Cad Technician 108 $135 $14,580
Anticipated Expenses $500
TOTAL NOT TO EXCEED, TASK B $66,775
Task C:
Pre-Construction
Senior Project Manager 98 $220 $21,560
Consultant 36 $185 $6,660
Principal-in-Charge 0 $255 $0
Senior Engineer 36 $195 $7020
Cad Technician 0 $135 $0
Anticipated Expenses $2,690
TOTAL NOT TO EXCEED, TASK C $37,930
Task D:
Construction Administration
Senior Project Manager 108 $220 $23,760
Consultant 21 $185 $3,885
Principal-in-Charge 4 $255 $1,020
Senior Engineer 16 $195 $3,120
Cad Technician 0 $135 $0
Anticipated Expenses $4,175
TOTAL NOT TO EXCEED, TASK D $35,960
TOTAL NOT TO EXCEED
$191,760
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EXHIBIT “C” HOURLY RATE SCHEDULE CONTINUED:
AMENDMENT NO.1
Task Scope of Work Fee
A Site Analysis and Programming $4,400
B System Design Development $7,040
D Construction Administration $9,680
Reimbursable Expenses $8,210
TOTAL $29,330
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