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HomeMy WebLinkAbout2003-06-16 City Council (5)BUDGET ’03°’05 Manager’s Repor TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT :ADMINISTRATIVE SERVICES DATE: SUBJECT: JUNE 16, 2003 CMR: 321:03 FINANCE COMMITTEE RECOMMENDATIONS ON FISCAL YEAR 2003-05 CONTRACT SCOPES OF PROFESSIONAL SERVICES AGREEMENTS GREATER THAN $65,000 - MAY 20, 2003 RECOMMENDATION The Finance Committee recommends that the Council review the contract scopes of service of 2003-05 professional services agreements greater than $65,000, for all Infrastructure Management Plan and non-Infrastructure Management Plan projects, and its proposed changes, and direct staff to proceed with the approved scopes of services. COMMITTEE REVIEW AND RECOMMENDATIONS The Finance Committee proposed changes to the consultant scope of services of Project Fire Stations 3 & 4 Replacement Feasibility Study (CMR:285:03, Attachment 1-Exhibit B). The scope of work that was initially submitted to the Finance Committee included the consultant analyzing existing and new sites for replacing Fire Stations 3 & 4, as well as eliminating one of the stations or combining the ~,o stations into one. The scope was revised so that the consultant will now only analyze replacing each of the existing stations at their current sites. The consultant will not include study of new sites, combining the stations or eliminating one of the stations. The scope was further revised to include green building opportunities in the study. Changes to the revised scope are shaded in Attachment 2. The Committee voted 3-1 to accept staff’s recommendation incorporating these changes. ATTACHMENTS Attachment 1: CMR 285:03 Attachment 2: Fire Stations 3 & 4 Replacement: Feasibility Study Consultant Scope of Services (Revised) CMR:321:03 Page 1 of 2 PREPARED BY: AM~AVELLOSA-RIO Senior Financial Analyst DEPARTMENT APPROVAL: CITY MANAGER APPROVAL: CAP& YE4,rS Dirlctor, Jdministrative Services E’~~Lh; HAR~SON Assistant City Manager CMR:z_ 1:03 Page 2 of 2 Attachment 2 Fire Stations 3 & 4 Replacement: Feasibility Study Consultant Scope of Services The consultant shall obtain and review all reports and plans for the existing facilities prior to the feasibility study. The consultant shall meet with City staff to finalize tasks and timelines. The consultant shall, working in conjunction with the Fire and Public Works Departments, prepare a preliminary program, identifying and quantifying all of the various space and equipment needs at each fire station. The consultant shall consider only the current sites for replacing Fire Stations 3 and 4. For each of the sites, the consultant shall analyze different locations for the placement of the new fire station, as well as for the access, parking, site work and !andscaping. The consultant shall prepare and deliver feasibility-level site plans for new Fire Stations 3 and 4, meet with staff to review the plans, and make any necessary revisions to the plans based upon this review. The consultant shall review and identify the environmental impacts of constructing new fire stations at each site. The consultant shall provide an analysis of the potential for incorporating green building elements into the future replacement projects. The consultant shall consider and recommend sustainable building options in accordance with the City’s Green Building Policy. The consultant shall provide feasibility-level construction cost estimates for new fire stations at each site. The consultant shall prepare and deliver a draft report of the completed feasibility study, including programs, site plans, environmental impacts, green building opportunities, and cost estimates, to staff for review. The consultant shall meet with staff to review the draft report, and then make any revisions necessary as a result of this review. The consultant shall prepare a final report and deliver five copies to the City. Consultant shall attend a total of six meetings with staff during the course of the project to review and discuss the work. TO:HONORABLE CITY COUNCIL ATTN:FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE:MAY 20, 2003 CMR:285:03 SUBJECT:FISCAL YEAR 2003-05 CONTRACT SCOPES OF PROFESSIONAL SERVICES AGREEMENTS GREATER THAN $65,000 RECOMMENDATION Staffrecommends that the Finance Committee review the contract scopes of service of 2003- 05 professional services agreements greater than $65,000, for all Infi’astructure Management Plan and non-Infrastructure Management Plan projects, and provide input for the Council consideration during the 2003-05 Budget process. BACKGROUND Policy and Procedures 1-10 (PP 1-10) established the process by which Council Committees review the scope of service of contracts greater than $65,000. Professional services are defined by the City as any contractor hired to provide information, knowledge or advice, which may be in the form of a report, plans and specifications, drawings or other media. This is not meant to include recurring, routine service-related agreements such as testing or maintenance contracts. Environmental assessments paid by developers also are not included in this report nor are contract agreements for legal services or those for the Enterprise Funds. DISCUSSION PP 1-10 was amended (CMR: 437:02) to address several timing problems related to the review process of these contracts. One change now requires that the Finance Committee (FC) review these contracts as part of the budget process. The Contract Streamlining Process (CMR: 124:03) which was approved by the FC furthermore amends PP 1-10. Staff will bring to Council the Contract Streamlining Process for approval. This amendment will grant the City, Manager the authority to approve contracts up to $250,000. In response to this amendment, this report provides an increased level of detail in project descriptions on construction proj ects under the Infrastructure Management Plan (IMP) (Attachment 1). By providing this information, the FC will have the opportunity to review and raise questions CMR: 285:03 Page 1 of 2 early on in the proposed construction project. Once Council approves the scope of a project, staff cannot change the scope unless it returns to Council for approval. ATTACHMENTS Attachment 1 - 2003-05 Consultant Agreements Greater than $65,000 - Infrastructure Management Plan (IMP) Projects Exhibit A - Animal Shelter Expansion and Renovation Exhibit B - Fire Stations 3 & 4 Replacement Feasibility Study Exhibit C - Municipal Service Center Renovation Exhibit D - Foothills Park Interpretive Center Improvement Exhibit E - Fire Station Improvement Design Services Exhibit F - Cubberley Building "I" Air Conditioning Replacement Exhibit G - Cubberley Mechanical and Electrical Upgrades Attachment 2 -2003-05 Consultant Agreements Greater than $65,000 - Non-IMP Projects Exhibit A - Intermodal Transit PREPARED BY: AMY O;’JA~.~VELOSA-RIO Senioi: Financial Analyst DEPARTMENT APPROVAL: CITY MANAGER APPROVAL: CARL Assistant City Manager CMR: 285:03 Page 2 of 2 Attachment 1 CONSULTANT AGREEMENTS GREATER THAN $65,000 INFRASTRUCTURE MANAGEMENT PLAN (IMP) 2003-05 PWD i Engineedng PWD Engineering PWD Facilities Management PWD Facilities Management PWD Facilities Management Animal Shelter i Bob Expansion and ’Morris/2454 Renovation Fire Station 3 and Bob 4 Feasibility Study Mor6s/2454 Municipal Service !Karen Center Smith/6973 Renovation Foothills Park Interpretive Center Improvements Fire Station Improvements PWD Facilities Cubberley Management Building "l" Air Conditioning Replacement 2003-04 2003-04 2004-05, 2005-06 $365,000 Consultant services will include design of a 2,000 square foot expansion of the Animal Shelter and addition of a new 2,500 isquare foot dog kennel. In addition renovations of the existing facility will include electrical and mechanical upgrades, ADA improvements, roofing, flooring and painting. The consultant will also provide construction support activities for this project. (Exhibit A) $100,000 A consultant will be hired to conduct a study and assess programmatic needs and space requirements for potential new replacement stations. (Exhibit B) $150,000 Consultant services shall include mechanical and electrical design, construction documents, and construction administration for the required improvements. (Exhibit C) PWD Facilities Cubberley Management Mechanical and Electrical Upgrades Karen Smith/6973 Karen Smith/6973 Karen Smith/6973 Karen Smith/6973 2004-05, 2005-06 2004-05 2003-04 2003-04 $80,000 Consultant services shall include architectural and electrical design, construction documents, and construction administration for the required improvements. (Exhibit D) $80,000 Consultant services shall include architectural, structural, mechanical and electrical design, construction documents, and construction administration for the required improvements. (Exhibit E) $175,000 Consultant services shall include mechanical engineering design and construction administrative services to upgrade the air conditioning system of Building "1" located at the Cubbedey Community Center, 4000 Middlefield Road. (Exhibit F) $250,000!Consultant services shall include mechanical and electrical design, construction documents, and construction administration for the required improvements. (Exhibit G) Page 1 of 1 Attachment- 1 Exhibit A Animal Shelter Expansion and Renovation General Information Palo Alto’s Animal Shelter is in need of various renovations, including electrical, mechanical, ADA, roofing, painting, flooring, etc. The City had planned a number of CIP projects over the next few years to accomplish this work. Also, a new dog kennel had been planned to be added to the facility. The City of Palo Alto intends to enter into an agreement with the City of Sunnyvale to provide animal shelter services for Sunnyvale. Accordingly, the existing facility will need to be expanded. This project will combine the expansion, renovation and new dog kennel projects into one proj ect. Consultant Scope of Services The consultant shall provide complete architectural design services, including conceptual design, schematic design, design development, and construction documents, for both the expansion and renovation of the facility, and the construction of a new dog kennel. The consultant shall obtain and review all reports and plans for the facility prior to design. The consultant shall provide the services of a licensed civil or structural engineer to analyze the existing structural system and design the structural retrofits necessary to meet the provisions of the 1997 Uniform Building Code (UBC). The consultant shall provide the services of a licensed electrical engineer and a licensed mechanical engineer to analyze the existing and new systems, to design the renovations and expansions of those systems to meet current codes and user needs, and to add air-conditioning. The City may also wish to include photovoltaics (PV’s) in this project. The consultant shall analyze the building and then design accessibility improvements necessary to bring the building into compliance with ADA. The consultant shall design architectural improvements necessitated by the seismic, ADA, electrical and mechanical work. The consultant shall design the site improvements, including the parking lot expansion and landscaping. The consultant shall work with City staff to prepare the environmental review of the project and obtain California Environmental Quality Act clearance. The consultant shall present the completed conceptual designs to staff, the Architectural Review Board (ARB), and the Council for review before proceeding to schematic design. The consultant shall make any design revisions necessary as a result of these reviews. The consultant shall present the completed design development plans to staff, the ARB, and the Council for review before proceeding to the construction documents phase. The consultant shall make any design revisions necessary as a result of these reviews. The consultant shall provide construction cost estimates at the conclusion of the conceptual design and construction documents phases. The consultant shall provide construction administration services during construction. The consultant shall provide progress prints of the design at regular intervals and attend regular meetings with staff to review the progress, details and cost of the work. Attachment- 1 Exhibit B Fire Stations 3 & 4 Replacement Feasibility Study The consultant shall obtain and review all reports and plans for the existing facilities prior to the feasibility study. The consultant shall meet with City staff to finalize tasks and timelines. The consultant shall, working in conjunction with the Fire Department, prepare a preliminary program, identifying and quantifying all of the various spaces and equipment required for complete and modem fire stations. The consultant shall consider both the current and new sites for replacing Fire Stations 3 & 4. The most likely scenario, currently, is to replace Fire Stations 3 & 4 at their current sites. However, the City may consider relocating one or both fire stations to new sites. The City may also consider combining the two fire stations into one, or eliminating one of the stations. The consultant shall work with Fire Department staff to determine what new sites, if any, are appropriate, considering things such as response time. For each of the current sites, the consultant shall analyze different locations of the site for constructing a new fire station. The consultant shall prepare feasibility-level site plans for new Fire Stations 3 & 4 at their current sites, and at any new sites deemed appropriate by City staff. The consultant shall review and list the environmental impacts of constructing new fire stations for all sites. The consultant shall provide feasibility-level construction cost estimates for new fire stations at all sites. The consultant shall present the draft of the completed feasibility study to staff for review. The consultant shall make any revisions necessary as a result of this review. The consultant shall prepare a final report and deliver five copies to the City. Consultant shall attend four meetings with staff during the course of the project to review and discuss the work. Attachment- 1 Exhibit C Municipal Service Center Renovation 1. Introduction Consultant Services for this project shall include electrical, mechanical, and structural engineering; and architectural services as required. Consultant shall provide design and construction administration services to replace outdated or under-performing electrical and mechanical systems in buildings A, B, and C at the Municipal Service Center located at 3201 East Bayshore Road. 2. Background The Municipal Service Center buildings were built in 1966 and over the years, various remodels have occurred in the administrative and shop areas with added load to the mechanical and electrical systems. The systems no longer support the current operation at the site. Many of the spaces have changed uses over the years without adequate upgrades to the building systems. Building seismic retrofit has been accomplished in the last decade, and the emergency generator has been replaced. 3. Scope of Services Consultant shall provide all design and construction administration services required for the upgrade of the building’s electrical and mechanical systems. Title 24 improvements shall also be included. Consultant shall consider energy efficiency in their design and shall include life cycle costing where appropriate. The design documents shall include a list of equipment, plans, specifications, detailed cost estimate, and schedule. Consultant shall also assist the project manager in obtaining the building permit. The work of this project consists of the following tasks: Consultant shall review and evaluate all information, data, reports and drawings provided by the City of Palo Alto. Consultant shal! make field visits to the site and verify existing conditions. Consultant shall evaluate each system for each building and prepare a design report that shall include: Basis for design Design criteria Construction drawings and specifications Cost estimate and schedule for the project. Consultant shall attend three (3) meetings, one kick-off meeting and two additional meetings during the course of this project as determined by City’s staff. Consultant shall prepare and submit basis of design, design criteria, preliminary design and construction specifications, list of equipment, cost estimate, schedule and plans for review and approval as follows: 60% completion submittal : 5 copies 95% completion submittal: 5 copies Final submittal:8 copies AutoCAD 2002 file format on CD 1 file copy of the specifications in Microsoft Word file format on CD 4. Items not inclu~te~t in $coi~ of Work The following items are not included in the scope of work: 1. Emergency generator for the Municipal Service Center. 2. SCADA building. Attachment- 1 Exhibit D Foothills Park Interpretive Center Improvement 1. Introduction Consultant shall provide design and construction administration services for replacement of wood shake roof, repair or replacement of damaged siding and exterior surface and supports, and replacement of the electrical service and panels. The Consultant shall work with the Project Manager and the Parks staff on design, construction documents, and construction administration. 2. Background This rustic building was formerly a barn. It was converted into a Nature Center in 1968. Electrical panels were installed in 1968, and the roof was last re-roofed in 1982. The supporting members of the exterior wall have become deteriorated requiring repair or replacement. The floor area of the Foothills Interpretative Center is approximately 5,000 S.F. It has a concrete slab on ground with a concrete footing foundation. The exterior walls are made of brick on masonry and wood siding on studs. 3. Scope of Services Consultant shall work with the Public Works Department, Facilities Management Division for development and coordination of the project. Consultant shall prepare design and construction documents (drawings and specifications), cost estimate, and preliminary construction schedule. Schedule shall be detailed using Microsoft Project. Services shall include assistance during the bid period and construction phase. The Consultant’s scope of work shall include the fol!owing: Field investigation of the project site and all existing conditions that may affect the scope of work. Review of all available plans and documentation. Attend meetings with the City’s Project Manager and Parks Dept. representatives throughout the project as required. Consultant shall attend three (3) meetings, one kick-off meeting and two additional meetings during the course of this project as determined by City’s staff. This is in addition to any meetings that may be required with the Architectural Review Board. Work closely with Project Manager to assure the total project cost does not exceed the project budget. Provide cost estimates at 30%, 90% and 100% completion. Preparation of construction specifications and permit drawings. Consultant shall prepare construction specifications and drawings, cost estimate and schedule, and presentation to the Architectural Review Board as required. Construction administration services. 4. Project Documentation Consultant shall provide plans and specifications in the following format: Plans shall be 24" x 36", ¼" scale. Fina! drawings shall be one set Myl .at and one set on CD in AutoCad format. Specifications and cost estimate shall be provided in both hard copy and one file copy in Microsoft Word file on CD. 30% completion submittal: 4 copies 90% completion submittal: 4 copies Final submittal: 7 copies, (5 to Building Dept, 2 to Project Mgr) Attachment- 1 Exhibit E Fire Station Improvements Design Services 1. Introduction Consultant services shall include design and construction administration for improvement to Fire Stations 1 to 5 and 8. The improvement work includes but is not limited to electrical upgrades, restroom and kitchen renovations, seismic upgrades and replacement of interior finishes. The Consultant shall work with the Project Manager on the design, construction documents, and construction administration. These improvements provide for ongoing rehabilitation of the building structures and systems necessary to meet the needs of the Fire Department. 2. Background The fire stations are either single story or two story buildings with stucco on studs and concrete block exterior walls. The Fire station roofs are either built-up tar and gravel or built-up mineral cap. The total building square footage for each fire station varies from 645 to 10,500 S.F. of floor area. All the fire stations are equipped with built-in speaker system, station notification system and emergency lighting. All the fire station emergency generators have recently been replaced. 3. Scope of Services Consultant shall work with the Public Works Department, Facilities Management and Engineering Divisions, and the Fire Department, for development and coordination of the project. The fire stations will remain occupied during construction. The project areas provide critical support for the staff and the public. For these reasons, the project must be accomplished with minimum downtime and minimum disruption to the occupants. Consultant shall provide, with their design, a sequence of work for the contractor to follow so that minimal downtime of all areas and systems is accomplished. Consultant shall prepare design and construction documents (drawings and specifications), cost estimate, and preliminary construction schedule. Schedule shall be detailed using Microsoft Project. Services shall include assistance during the bid period and construction phase. The Consultant’s scope of work shall include the following: Field investigation of the project site and all existing conditions that may affect the scope of work. Review of all available plans and documentation. Attend meetings with the City’s Project Manager and Fire Department representatives throughout the project as required. Consultant shall attend three (3) meetings, one kick- off meeting and two additional meetings during the course of this project as determined by City’s staff. Work closely with Project Manager to assure the total project cost does not exceed the project budget. Provide cost estimates at 30%, 90% and 100% completion. Preparation of construction specifications and permit drawings. Consultant shall prepare construction specifications and drawings, cost estimate and schedule, and presentation to the Architectural Review Board as required. Construction administration services. 4. Project Documentation Consultant shall provide plans and specifications in the following format: Plans shall be 24" x 36", ¼" scale. Final drawings shall be one set Mylar and one set on CD in AutoCad format. Specifications and cost estimate shall be provided in both hard copy and one file copy in Microsoft Word file on CD. 30% completion submittal: 4 copies 90% completion submittal: 4 copies Final submittal: 7 copies, (5 to Building Dept, 2 to Project Mgr) Attachment- 1 Exhibit F Cubberley Building ’T’ Air Conditioning Replacement 1. Introduction Consultant services shall include mechanical engineering design and construction administration services to upgrade the air conditioning system of Building "I" located at the Cubberley Community Center, 4000 Middlefield Road. This project provides for new controls to be installed on both the air conditioning system and the air handling system, which will optimize operation and energy efficiency. The Consultant shall work with the Project Manager on the design, construction documents, and construction administration. Background Building "I" is a two story building which is currently leased to Foothill College and is used for computer labs. Air conditioning is critical to these labs. The exterior walls are made of reinforced stone on masonry. The building has a concrete slab on ground with concrete footing foundation. The roof is built-up tar and gravel. The total building square footage is approximately 12,872 S.F. 3. Scope of Services Consultant shall work with the Public Works Department, Facilities Management Division for development and coordination of the project. Building I will remain occupied during construction. Consultant shall provide, with their design, a sequence of work for the contractor to follow so that minimal downtime of all areas and systems is accomplished. Consultant shall prepare design and construction documents (drawings and specifications), cost estimate, and preliminary construction schedule. Schedule shall be detailed using Microsoft Project. Services shall include assistance during the bid period and construction phase. The Consultant’s scope of work shall include the following: Field investigation of the project site and all existing conditions that may affect the scope of work. Review of all available plans and documentation. Attend meetings with the City’s Project Manager throughout the project as required. Consultant shall attend three (3) meetings, one kick-off meeting and two additional meetings during the course of this project as determined by City’s staff. Work closely with Project Manager to assure the total project cost does not exceed the project budget. Provide cost estimates at 30%, 90% and 100% completion. Preparation of construction specifications and permit drawings. Consultant shall prepare construction specifications and drawings, cost estimate, and schedule. Construction administration services. 4. Project Documentation Consultant shall provide plans and specifications in the following format: Plans shall be 24" x 36", ¼" scale. Final drawings shal! be one set Mylar and one set on CD in AutoCad format. Specifications and cost estimate shall be provided in both hard copy and one file copy in Microsoft Word file on CD. 30% completion submittal: 4 copies 90% completion submittal: 4 copies Final submittal: 7 copies, (5 to Building Dept, 2 to Project Mgr) Exhibit G Cubberley Mechanical and Electrical Upgrades 1. Introduction Consultant services shall include mechanical and electrical engineering design and construction administration services to upgrade systems in various locations at the Cubberley Community Center site, 4000 Middlefield Road. The systems will be replaced with systems appropriately sized for the facilities and occupant load and to optimize operation and energy efficiency. The Consultant shall work with the Project Manager on the design, construction documents, and construction administration. 2. Background Many components of the mechanical and electrical systems at the Cubberley site are original and are over 50 years old. Gym A and B boilers were installing in 1955 and were designed to provide hot water and space heating for the locker rooms and heat the swimming pool, which no longer exists. 3. Scope of Services Consultant shall work with the Public Works Department, Facilities Management Division for development and coordination of the project. Consultant shall prepare design and construction documents (drawings and specifications), cost estimate, and preliminary construction schedule. Schedule shall be detailed using Microsoft Project. Services shall include assistance during the bid period and construction phase. The Consultant’s scope of work shall include the following: Field investigation of the project site and all existing conditions that may affect the scope of work. Review" of all available plans and documentation. Attend meetings with the City’s Project Manager as required during the course of this project as determined by City’s staff. Work closely with Project Manager to assure the total project cost does not exceed the project budget. Provide cost estimates at 30%, 90% and 100% completion. Preparation of construction specifications and permit drawings. Consultant shall prepare construction specifications and drawings, cost estimate, and schedule. Construction administration services. 4. Project Documentation Consultant shall provide plans and specifications in the following format: Plans shall be 24" x 36", ¼" scale. Final drawings shall be one set Mylar and one set on CD in AutoCad format. Specifications and cost estimate shall be provided in both hard copy and one file copy in Microsoft Word file on CD. 30% completion submittal: 4 copies 90% completion submittal: 4 copies Final submittal: 7 copies, (5 to Building Dept, 2 to Project Mgr) Attachment 2 CONSULTANT AGREEMENTS GREATER THAN $65,000 NON-IMP PROJECTS 2003-05 Planning and Transportation Community Environment llntermodal Transit 2003-04 $310,000 I Preliminary design and environmental analysis are the next iphase of the Intermodal Transit Center project. These costs are offset by an interagency grant: $31,000 from the City of iPalo Alto; $31,000 from Stanford; and $248,000 from Valley iTransportation Authority. It is likely that separate contracts will be executed for design versus environmental analysis. i(Exhibit A) Page 1 of 1 Attachment - 2 Exhibit A Intermodal Transit Center 1.Introduction The City was awarded a $200,000 Petroleum Violations Escrow account (PVEA) grant in 1997 to complete the work of creating a PAITC master plan and feasibility study. The PAITC planning project resulted in the preparation of a detailed conceptual design study to inform future funding decisions, engineering work, environmental clearances and project implementation. 2. Background This project received a Congressional earmark in the FFY 2002 Transportation Appropriations Bill under the FTA Section 5309 Bus and Bus Facility Program for the Palo Alto Intermodal Transit Center Project. The grant funds will be used for further project development, preliminary engineering mad environmental assessment of the PAITC project. 3. Proposed Scope of Services Consultants for the City of Palo Alto, as lead agency for the project, shall work with City staff and representatives of VTA, Stanford University and Caltrain Joint Powers Board for development and coordination of this project. The consultant’s scope of work shall include the following: Development of detailed project schedule and Work Plan. Preparation of engineering design to the 15% stage to provide enough information to make decisions and understand costs associated with construction, right-of-way, utilities and mitigation measures and to the level sufficient to complete the initial environmental analysis. Preparation of Initial Study under CEQA and preparation of Preliminary Environmental Study form (PES) under NEPA for the project. Attend meetings with the City’s Project Manager and agency representatives as required during the course of the project as determined by City’s staff. Attend meetings of the Planning and Transportation Commission, Architectural Review Board, and City Council. 4. Project Documentation Consultant shall provide 15% design engineering drawings, cost estimates and initial environmental studies for the project. Final drawings at 1:20 scale shall be one set Mylar and one set on CD in AutoCad format. Cost estimates and Initial Study and PES folan shall be provided in both hard copy and one files copy in Microsoft Word file on CD.