HomeMy WebLinkAboutStaff Report 6675
City of Palo Alto (ID # 6675)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/18/2016
City of Palo Alto Page 1
Summary Title: Amendment No. 2 to Integrated Design 360
Title: Approval of Contract Amendment No. 2 to C15154454 with Integrated
Design 360 for Residential Landscape Plan Review and Landscape Permitting
Consultancy Services and Term Extension of One Year Adding $365,535 for a
Not to Exceed Amount of $878,261
From: City Manager
Lead Department: Development Services Department
Recommendation
Staff recommends that Council authorize the City Manager or his designee to approve
Amendment No. 2 to contract C15154454 with Integrated Design 360 to extend the
term one year through August 31, 2017 and increase the contract limit by $365,535 to
an amount not to exceed $878,261.
Executive Summary
This action is necessary to extend existing Green Building Program and non-residential
landscape review consultancy services one year and amend scope to include residential
landscape review and landscape permitting services necessary for compliance with the
Emergency Building Standards for Outdoor Potable Water Use and Executive Order B-
29-15, relating to the California state drought.
The consultant has completed nearly half of the existing two year contract, where
experience with non-residential landscape projects uniquely positions the consultant to
extend the term and expand the scope of the existing contract to include plan review of
residential projects and management of a landscape permitting process.
Background
Following a competitive solicitation and selection process, Council approved a consulting
contract with Integrated Design 360 on September 8th, 2014 (Staff Report 4986) to
implement and manage the City’s Green Building Program and provide landscape review
services for non-residential projects.
In January, 2016, Council approved Amendment No. 1 with Integrated Design 360 to
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expand the scope of the contract to include project management and analysis services
associated with an Electrification feasibility study to be completed by December 31,
2016 (Staff Report 6297).
The proposed amendment extends the existing Green Building services and review of
non-residential project plans by one year and expands the scope to include review of
residential project plans in accordance with the Emergency Building Standards within
the 2013 California Green Building Standards Code for Outdoor Potable Water Use
Reduction Section 4.304.1. The total anticipated cost of these extensions and
expansions of scope is $365,535:
The additional cost to extend Green Building consulting services through August
31, 2017 is $165,741.
The additional cost to extend both residential and non-residential plan check
reviews, though dependent on actual time and materials, is anticipated to be
$134,318.
Finally, the proposed amendment further expands the scope of services to
include technical coordination and permit facilitation services for all landscape
projects in response to Executive Order B-29-15, ensuring that procedures and in
place and required data collected and reported to the Department of Water
resources. These expanded services, though dependent on actual time and
materials, are anticipated to cost $65,476.
A more detailed scope of the consultant responsibilities is outlined as follows:
A. Landscape Plan Check Review Services for Residential Projects
Provide Landscape Plan Review consulting services for new residential construction to
support Development Services in enforcing the Emergency Building Standards for
Outdoor Potable Water Use set forth by the Housing and Community Development
(HCD) department, effective June 1st.
Activities
1. Perform Plan Review Services for Residential Projects
Review project plans and supplemental documentation in accordance with the
Emergency Building Standards within the 2013 California Green Building
Standards Code for Outdoor Potable Water Use Reduction Section 4.304.1. The
review shall be conducted in accordance with the measures outlined within the
Model Water Efficient Landscape Ordinance (MWELO) for water budgeting and
irrigation design. Designate each project as “Approved” or “Not Approved” and
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update Accela Automation for each permit applications.
2. Issue Correction Comments, Respond to Questions
Based on the criteria submitted for review by the project applicant, prepare a
formal letter containing a summary of corrections to the project applicant, if
applicable. Answer questions via phone and email regarding the criteria for
correcting the submittal.
3. Review Revisions and Resubmittals
Review revision and resubmittal documents and project plans in accordance with
the Emergency Building Standards for Outdoor Potable Water Use Reduction
Section 4.304.1 for Outdoor Potable Water Use in Landscape Areas.
B. Landscape Permitting to Support Executive Order B-29-15
Provide technical coordination and perform permit facilitation services to Development
Services in response to Executive Order B-29-15 regarding the California State Drought.
Provide landscape water use technical expertise and strategy consulting to senior
management.
Activities
1. Create Permit Procedures, Web Content and Forms
Strategy and Technical Assistance for Landscape Permit Development
Assist Development Services Director, the Chief Building Official, and related
leadership to create policies and procedures for a Landscape Permit.
Develop Forms, Worksheet and Web Content for Landscape Permit
Provide technical writing services to develop web content to support the
landscape permit on the Development Services webpage. Develop forms and
worksheets to support the landscape permit. Upload the forms and
worksheets to the webpage.
2. Provide Permit Technician Services for the Landscape Permit
Administer Landscape Permit for Landscape Projects
Administer and manage the Landscape Permit process for the City of Palo
Alto. Support staff will be available to the public to process necessary
landscape permit paperwork and documentation.
3. Metrics Management and Submission to Department of Water Resources
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Collect and Submit Necessary Metrics to the Department of Water Resources
Collect required data by Executive Order B2915 regarding water use
information on landscape projects for each permit. Compile and submit
required data to the Department of Water Resources for the initial reporting
period of (February 1, 2016 – February 28th, 2016). After the initial reporting
period is completed and accepted, submit annual reports at the end of each
calendar year to the Department of Water Resources.
Resource Impact
Sufficient funding is available within the Development Services department’s FY2016
budget to cover the additional consultant costs of $365,535. Salary savings and
unencumbered contract dollars will be used to fund the increase to the contract this
fiscal year. Future funding needs will be brought forth as part of the annual budget
process subject to council approval. In addition, staff will bring forward
recommendations to implement Landscape Review fees to achieve cost neutrality as
part of the Fiscal Year 2017 annual budget process.
Environmental Review
The approval of this contract amendment is not a project for the purposes of the
California Environmental Quality Act (CEQA) and therefore no environmental review is
required.
Attachments:
C15154454 CONTRACT AMENDMENT NO 2 (PDF)
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AMENDMENT NO. 2 TO CONTRACT NO. C15154454 BETWEEN THE CITY OF PALO ALTO AND
INTEGRATED DESIGN 360, LLC.
This Amendment No. 2 to Contract No. C15154454 (“Contract”) is entered into 18th day of April, 2016,
by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and
INTEGRATED DESIGN 360, LLC. a California limited liability company, located at 727 Industrial Road,
Suite 128, San Carlos, California, 94070, Telephone (415) 866-6744 ("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties for the provision of assistance to
manage the Green Building Program.
B. The CITY intends to extend the term and increase the compensation by $365,535.00
from $512,726.00 to $878,261.00 for additional services as specified per 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:
“The term of this Agreement shall be from the date of its full execution through August 31,
2017 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 Seven
Hundred Twenty Seven Thousand One Hundred Thirty Nine Dollars ($727,139.00). In the
event Additional Services are authorized, the total compensation for Services, Additional
Services and reimbursable expenses shall not exceed Eight Hundred Seventy Eight
Thousand Two Hundred Sixty One Dollars ($878,261.00). 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.
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
in Exhibit “A”.”
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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 “B” entitled “SCHEDULE Of PERFORMANCE”.
c. Exhibit “C” entitled “COMPENSATION”.
d. Exhibit “C1” entitled “HOURLY RATE SCHEDULE”.
SECTION 4. Except as herein modified, all other provisions of the Contract, including any
exhibits and subsequent amendments thereto, shall remain in full force and effect.
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:
INTEGRATED DESIGN 360, LLC.
Attachments:
EXHIBIT "A" :SCOPE OF SERVICES
EXHIBIT "B" :SCHEDULE OF PERFORMANCE
EXHIBIT "C" :COMPENSATION
EXHIBIT "C1" :HOURLY RATE SCHEDULE
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Principal
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EXHIBIT “A” SCOPE OF SERVICES
CONSULTANT shall provide professional services for CITY’s Green Building program. The
CONSULTANT shall help manage the City’s Green Building program to help assist CITY with its
continued efforts to be a leader in environmental sustainability. CONSULTANT shall integrate and
manage sustainable building practices for local municipalities. CONSULTANT shall conduct landscape
and irrigation plan reviews in accordance with the City’s landscape water efficiency standards.
The CONSULTANT shall assist staff with the implementation and management of the City’s Green
Building program. The CONSULTANT shall include a level of quality control of Green Building Program
Management coupled with CITY personnel performing Green Building Quality Assurance as a portion of
CONSULTANT’s duties. The CONSULTANT shall primarily execute the Green Building program and
operations task list which includes:
A. Existing Program Implementation Assistance
B. Metrics Management and Reporting
C. Quality Control Maintenance
D. Develop Green Building Program Process Handouts E. Ongoing Training
F. Policy Review and Creation
G. Graphic Media Support of Program
H. Landscape Water Efficiency Plan Review (Additional Service)
A. Existing Program Implementation Assistance
Provide program implementation assistance tasks for the existing green building program in
accordance with CITY staff requirements. Examples of these tasks may include the items listed
below:
Response to requests to clear for Final Inspection
Approval of permit applications (residential and non-residential)
Explanation of requirements to applicants Reminders for final GP and LEED
certificates, Commissioning reports, receive and enter final certs, administer fines
when overdue
Program efficiency improvement
Integration with entire permitting system and individual staff members, as well as
inter-departmental sustainability efforts (i.e.; landscape water efficiency review,
C&D, zero waste)
Program Development, goals, updates, implementation
Data entry and management for statistics and annual report
Community Education on sustainability Plan review including but not limited to
residential and commercial planning and building permit applications.
B. Metrics Management and Reporting Provide detailed quantitative analysis that measures how effective the Green Building program is
per the following:
Building Performance Database - Develop performance metrics information provided
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by applicant at Permit Issuance and Final Inspection stage of building permit.
SEA Report – Compile standard report for fiscal year data for Green Building for
annual SEA Report.
Earth Daye Report – Compile standard report for fiscal year data for green building
Annual Earth Day Report.
C. Quality Control Maintenance
Develop process and best practices for tasks identified at various stages of the development
process. The various city departments where these best practices should be implemented include:
Planner Quality Control
Project Coordinator Quality Control
Plan Checker Quality Control
Inspector Quality Control
Utilities Quality Control
D. Develop Green Building Program Process Web Page and Handouts
Develop clearly defined paths that are user friendly that guide the applicant through the process
from start to finish. These paths will be readily accessible either through access to CITY’s Green
Building web page and/or handouts that are available for distribution from CITY’s Development
Center.
E. Ongoing Training
Continue to explore ways to help make Palo Alto a leader in environmental sustainability. This
involves a proactive approach with all relevant City Departments including but not limited to,
Planning, Building, Utilities, and Public Works. Ongoing training shall also be available to
outside stakeholders when the opportunity presents itself.
F. Policy Review and Creation Collaborate with stakeholder groups in the review of existing and creation of new green building
policies and guidelines that forward the city’s vision to be a leader in sustainable development.
CONSULTANT is expected to draw on best in class examples and latest advances in technology to
promote this agenda. CONSULTANT shall use exceptional writing and communication skills to
craft and articulate these policies and guidelines.
G. Graphic Media Support of Program
Develop and maintain web content for the Green Building webpage within the Development
Services department webpage. Develop tutorial based videos explaining the Green Building
process including, requirements, forms, timelines, inspections, etc..
H. Landscape Water Efficiency Plan Review (Additional Service) Review landscape and irrigation plans in accordance with the City’s landscape water efficiency
standards to ensure that projects are consistent with the State Green Building Standards Code
(CALGreen). Serve as a source of technical expertise to City staff for questions and/or issues
relating to appropriate irrigation design and efficiencies.
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AMENDMENT NO. 1: ADDITIONAL SCOPE OF SERVICES
A. GOALS
Consultant shall provide technical project management and analysis consulting services to support
Development Services in conducting a feasibility study to explore residential and commercial building
code changes to assist in expediting electrification for buildings within Palo Alto. The scope of work
is identified within Task #4 of the electrification work plan staff report #5961. The “Activities and
Deliverables” section of this proposal follows the contents of Task #4. CONSULTANT shall structure
the project into three sections:
Project Management and Technical Analysis: CONSULTANT will act as the project manager on behalf of Development Services and will facilitate two other firms to complete the work outlined in this proposal. The two other
consulting firms shall include the “Outside Consultants” listed below. CONSULTANT
shall facilitate these outside consultants to produce the results listed under “Activities and
Deliverables”. CONSULTANT will work closely with the Director of Development
Services, the Chief Building Official, and the Chief Sustainability Officer on this project.
Outside Consultant #1: Electrical Engineering Design Judgment & Cost Estimation: An electrical engineering firm with the capacity to provide engineering judgment analysis
and cost estimation. The primary team member from Outside Consultant #1 shall be a licensed Professional Engineer (PE) in the State of California.
Outside Consultant #2: Cost-Effectiveness Study Energy Engineering: An energy engineering firm with specialization in performing a cost-effectiveness study in
accordance with Section 10-106 of the California Code of Regulations, Title 24, Part 1.
B. ACTIVITIES & DELIVERABLES
The intent of the study is to provide a high level assessment of the technical feasibility of
electrification, and the associated code requirements. The activities and deliverables associated with
this Statement of Work focus on researching and identifying technical requirements related to
electrification for building types under the jurisdiction of the Building Standards Commission (BSC).
CONSULTANT will project manage and coordinate the team from beginning to end and will provide
regular updates to City Staff on the progress. CONSULTANT will facilitate the two other firms
involved in this study to produce the intended result.
ACTIVITIES:
1. Support Staff in the Project Initiation for the Electrification Study:
Assist Staff in developing the project plan, schedule, and initiating the consulting project team for
the purposing of completing the Electrification Study elements in Task #4. Assist staff to develop a
scope of work for the “Outside Consultants”. Assist Staff to identify potential firms to solicit
proposals for “Outside Consultant 1” and “Outside Consultant 2”. Act as the project manager to
support “Outside Consultant 1” and “Outside Consultant 2” to deliver the study of engineering
judgment, hard costs, and cost-effectiveness.
2. Conduct the Electrification Study Elements in Task #4
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a. Study the feasibility of including heat pump water heaters (HPWH) installations as part
of the Calgreen Tier 1 and Tier 2 elective or pre-requisite criteria.
Project Management and Technical Analysis: Develop key “prototype” project scenarios
based on building type data gathered from City resources including GIS, assessor data, and
permit data. Report on the feasibility of including HPWH installations for CALGreen Tier
1 and Tier 2 criteria in the areas of policy development, enforcement, and staff training.
Manage Outside Consultant #1 to produce the following: Feasibility study containing
narrative analysis on the 2016 California Electrical Code engineering design elements and
judgment scenarios for the project type scenarios. The study would outline the impact for
the case of both a Tier “elective” policy and a Tier “pre-requisite” aka “mandated” policy.
Outline cost-estimates for the electrification of key project types.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
cost-effective analysis of the “prototype” scenarios in accordance with the California
Energy Commission requirements for local energy reach code ordinance development. The study would outline the impact for the case of the mandated “pre-requisite” policy.
b. Study the feasibility of including heat pump space heating installations as part of
Calgreen Tier 1 and Tier 2 elective or pre-requisite criteria.
Project Management and Technical Analysis: Develop key “prototype” project scenarios
based on building type data gathered from City resources including GIS, assessor data, and
permit data. Report on the feasibility of including heat pump space heating as CALGreen
Tier 1 and Tier 2 criteria in the areas of policy development, enforcement, and staff
training.
Manage Outside Consultant #1 to produce the following: Feasibility study containing
engineering design elements and judgment scenarios for the project type scenarios for heat
pump space heating installations. The study would outline the impact for the case of Tier
elective policy and Tier mandatory policy. Outline cost-estimates for the electrification of
key project types.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
cost-effective analysis of the “prototype” scenarios for heat pump space heating in
accordance with the California Energy Commission requirements for local energy reach
code ordinance development.
C. Study the feasibility of requiring sufficient electrical panel capacity and outlets to
accommodate the electrification of the house in the future.
Project Management and Technical Analysis: Report on the feasibility of including
requiring sufficient electrical panel capacity and outlets to accommodate the electrification
of residential structures with regards to identifying code sections to amend for policy
development, enforcement, and staff training.
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Manage Outside Consultant #1 to produce the following: Feasibility study containing
engineering design and judgment narratives describing the impact or requiring sufficient
electrical panel capacity and outlets to accommodate the electrification of a typical
residential structure. Provide cost estimations for electrical panel capacity for applicable
residential prototypes. Provide code sections that needed to be amended to of the California
Electrical Code to result in achieving this result.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
cost-effective analysis of the residential “prototype” scenarios for requiring sufficient
electrical panel capacity and outlets to accommodate the electrification of a residential
structure in accordance with the California Energy Commission requirements for local
energy reach code ordinance development.
d. Study and seek permission from the California Energy Commission (CEC) to remove
certain requirements that impeded electrification (such as a case-by-case cost effectiveness analysis) to permit installation of heat-pump based heating appliances.
Project Management and Technical Analysis: Participate in the continued
correspondence with the California Energy Commission with regards to easing the permit
process for installation of heat pump water heaters. Update internal “fuel-switching”
inspection checklist. Manage Outside Consultant #2 to identify California Energy Code
requirements that impede electrification.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
summary of barriers California Energy Commission requirements for local energy reach
code ordinance development for the 2016 code cycle.
e. Work with other interested parties to lobby CEC to consider carbon content (in addition
to energy efficiency) of building energy systems when updating building energy codes for the 2016 code update cycle (effective 2017).
Project Management and Technical Analysis: Facilitate the continued correspondence with the California Energy Commission with regards considering carbon content of building energy systems when updating building energy codes for
the 2016 code cycle update (effective 2017).
f. Research and analyze the necessary components for a permitting process and field inspection protocol to support electrification.
Project Management and Technical Analysis: Support upper management in
developing proposed personnel modifications and training required for the plan check
staff and inspection staff to support the electrification of buildings.
g. Explore potential scenarios for an expedited permitting program for projects pursing
electrification. Work with staff to identify resources required to administer an expedited permit program for projects pursuing electrification.
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Project Management and Technical Analysis: Support upper management in
exploring opportunities for an expedited permit program to support the electrification
of buildings.
3. Assist Development Services in meeting the requirements of the Chief Sustainability Officer.
Assist Development Services Staff in supporting the Chief Sustainability Officer in the overall delivery of the Electrification Study to the City Council related to the elements in Task #4.
4. Deliver the Electrification Study Elements in Task #4
Assist Staff in preparing and presenting to the City Council on the findings of Task #4. Prepare a Staff
Report, and upload all required supporting documentation to MinuteTraq. Attend and provide
technical support to staff during the City Council meeting.
DELIVERABLES:
Draft RFP language to assist staff in soliciting Consultant #1 and Consultant #2
Prototype scenarios for typical building projects based on past permit data
Formal report detailing the results of the Electrification Study
Written responses to email inquiries
Staff Report
AMENDMENT NO. 2: ADDITIONAL SCOPE OF SERVICES
EXTENDED SERVICES
Extended Green Building and Landscape Review Consulting Services
Background
CONSULTANT is currently contracted with the City of Palo Alto to perform Green Building
Consulting Services and Landscape Plan Review services. Amendment No. 2 acts to extend these
services for one additional year.
Activities & Deliverables
This activities and deliverable remain unchanged from the original scope of work.
ADDITIONAL SERVICES
Additional Services for Landscape Permit Management and Single--Family Water
Efficient Landscape Review
Background
The City of Palo Alto is currently seeking assistance to help with Landscape Plan Reviews to
ensure the Emergency Building Standards for Outdoor Potable Water Use set forth by the Housing
and Community Development (HCD) Department, effective June 1st, are enforced for new
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residential projects. In addition, the City seeks to develop a Landscape Permit to meet the
requirements of Executive Order B--29--15 related to drought response.
Goals
Single--Family Residential Review: Provide Landscape Plan Review consulting services for new single--family residential construction to support Development Services in enforcing the Emergency Building Standards for Outdoor Potable Water Use effective June 1, 2015.
Landscape Permit Coordination: Provide technical coordination and perform permit
facilitation services to Development Services in response to Executive Order B--29--15
regarding the California State Drought. Provide landscape water use technical expertise and
strategy consulting to senior management.
Activities & Deliverables
Single--Family Residential Landscape Review
ACTIVITIES:
Perform Plan Review Services for Single--Family Residential Projects
Review project plans and supplemental documentation in accordance with the Emergency Building
Standards within the 2013 California Green Building Standards Code for Outdoor Potable Water
Use Reduction Section 4.304.1. The review shall be conducted in accordance with the measures
outlined within the Model Water Efficient Landscape Ordinance (MWELO) for water budgeting
and irrigation design. Designate each project as “Approved” or “Not Approved” and update Accela
Automation for each permit application.
Issue Correction Comments, Respond to Questions
Based on the criteria submitted for review by the project applicant, prepare a formal letter
containing a summary of corrections to the project applicant, if applicable. Answer questions via
phone and email regarding the criteria for correcting the submittal.
Review Revisions and Resubmittals
DELIVERABLES:
“Approved” or “Not Approved” updates in Accela Automation for each permit application
Letter review for each “Not Approved” project containing a clear summary of corrections
Written responses to email inquiries
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Landscape Permit Coordination to Support Executive Order B--29--15
ACTIVITIES:
Support Staff to Create Permit Procedures, Web Content and Forms
Strategy and Technical Assistance for Landscape Permit Development Assist Development
Services Director, the Chief Building Official, and related leadership to create policies and
procedures for a Landscape Permit.
Develop Forms, Worksheet and Web Content for Landscape Permit
Provide technical writing services to develop web content to support the landscape permit on the Development Services webpage. Develop forms and worksheets to support the landscape
permit. Upload the forms and worksheets to the webpage.
Provide Permit Technician Services for the Landscape Permit
Administer Landscape Permit for Landscape Projects
Administer and manage the Landscape Permit process for the City of Palo Alto. Support staff
will be available to the public to process necessary landscape permit paperwork and
documentation.
Metrics Management and Submission to Department of Water Resources
Collect and Submit Necessary Metrics to the Department of Water Resources Collect required data by Executive Order B--29--15 regarding water use information on landscape projects for each permit. Compile and submit required data to the Department of Water
Resources for the initial reporting period of (February 1, 2016 – February 28, 2016). After the
initial reporting period is completed and accepted, submit annual reports at the end of each
calendar year to the Department of Water Resources.
DELIVERABLES:
Landscape Permit Forms, Worksheets, and Web Content
Landscape Permit Data for Submission to the Department of Water Resources
Landscape Permit Content into Accela Automation
Landscape Permit Correspondence with Project Applicants
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within Quarter/Year as
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 Agreement.
1. Existing Program Implementation Assistance
Development Center Counter Green Building Forms & Handouts (Q1, 2015)
Green Building Plan Check Standards (Q1, 2015)
Green Building Inspection Checklist (Q1, 2015)
Green Building Training Microsoft Powerpoints (Q1, 2015)
Staff Reports (As needed)
2. Metric Management and Reporting
Report narratives for Earth Day and SEA Report (Q4, 2014, 2015)
Annual Database Output Data, Charts, and Graphs for Earth Day Report and SEA
Report (Q4, 2014, 2015)
Database login access (Q3, 2015)
Database information for the Information Technology Department (Q3, 2015)
3. Quality Control Maintenance
Development Center Green Building Ordinance Procedures (Q4, 2014)
Correspondence with staff and the public via email (On-going)
Meeting Notes (As needed)
4. Webpage and Handout
Website content (Q4, 2014 and Q4, 2015)
Informal Videos to be stored on Vimeo (Q2, 2015 and Q2, 2016)
5. On-Going Training
Staff Training PowerPoints (One Per Quarter starting Q1,2015)
Informal Training Videos for New Staff (Using Jing or Camtasia Software) - (Q1, 2015
through Q2, 2016 - One Per Quarter)
Public Training Powerpoints (One Per Quarter starting Q1, 2015)
6. Policy Review and Creation
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New green building ordinance criteria in collaboration with Technical Advisory Group
(Q4, 2014)
Policy Development Agendas and Meeting Notes (On-going)
Technical Analysis and Staff Reports (As needed)
AMENDMENT NO. 1 SCHEDULE OF PERFORMANCE
The schedule for completing the activities presented TBD
in EXHIBIT “A” Scope of Services
AMENDMENT NO. 2 SCHEDULE OF PERFORMANCE
The schedule for completing the activities presented TBD
Exhibit “A” Scope of Services will be developed
in cooperation with CITY Staff.
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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.
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 $129,006.50
(Existing Program Implementation)
Task 2 $36,859.00
(Metric Management & Reporting)
Task 3 $55,288.50
(Quality Control Maintenance)
Task 4 $36,859.00
(Webpages & Handouts)
Task 5 $18,429.50
(On-Going Training)
Task 6 $18,429.50
(Policy Review & Creation)
Sub-total Basic Services $294,872.00
AMENDMENT NO. 1
Task 1 $16,080.00
(2015 4 Months)
Task 1 $50,652.00
( 2016 12 Months)
DocuSign Envelope ID: 7A7EE23E-2FC8-4697-9824-DEA08E2BF76C
14 Revision April 28, 2014
Sub-total Amendment No 1 $66,732.00
AMENDMENT NO. 2
Task 1 $70,110.88
(Existing Program Implementation)
Task 2 $20,043.80
(Metric Management & Reporting)
Task 3 $29,955.00
(Quality Control Maintenance)
Task 4 $22,717.76
(Webpages & Handouts)
Task 5 $11,457.00
(On-Going Training)
Task 6 $11,457.50
(Policy Review & Creation)
Task 7 $81,274.00
(Commercial Landscape Review)
Task 8 $53,044.00
(Residential Landscape Review)
Task 9 $65,476.00
(Landscape Permit Management)
Sub-total Amendment No 2 $365,535.00
Additional Services (Not to Exceed) $151,122.00
Maximum Total Compensation $878,261.00
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: None
DocuSign Envelope ID: 7A7EE23E-2FC8-4697-9824-DEA08E2BF76C
15 Revision April 28, 2014
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense 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
Agreement
DocuSign Envelope ID: 7A7EE23E-2FC8-4697-9824-DEA08E2BF76C
16 Revision April 28, 2014
EXHIBIT “C-1” HOURLY RATE SCHEDULE
Principal/Senior Program Manager
(Rates Reflect a 5% Annual Increase)
1st Year (4 months Aug – Dec 2014) $145.00
2nd Year (12 months Jan – Dec 2015) $152.25 3rd Year (8 months Jan – Aug 2016) $159.86
Scope Labor Categories Est. Hours/Mo Hourly Rate*** Extended Rate Totals
Task 1 - Existing Program Implementation
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 35 $145.00 $20,300.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 35 $152.25 $63,945.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 35 $159.86 $44,761.50
Total Not to Exceed Task 1 $129,006.50
Task 2 - Metrics Management and Reporting**
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 10 $145.00 $5,800.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 10 $152.25 $18,270.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 10 $159.86 $12,789.00
Total Not to Exceed Task 2 $36,859.00
Task 3 - Quality Control Maintenance
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 15 $145.00 $8,700.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 15 $152.25 $27,405.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 15 $159.86 $19,183.50
Total Not to Exceed Task 3 $55,288.50
Task 4 - Webpages and Handouts*
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 10 $145.00 $5,800.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 10 $152.25 $18,270.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 10 $159.86 $12,789.00
Total Not to Exceed Task 4 $36,859.00
Task 5 - On-Going Training*
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 5 $145.00 $2,900.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 5 $152.25 $9,135.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 5 $159.86 $6,394.50
Total Not to Exceed Task 5 $18,429.50
Task 6 - Policy Review and Creation
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 5 $145.00 $2,900.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 5 $152.25 $9,135.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 5 $159.86 $6,394.50
Total Not to Exceed Task 6 $18,429.50
DocuSign Envelope ID: 7A7EE23E-2FC8-4697-9824-DEA08E2BF76C
17 Revision April 28, 2014
Summary Totals
Total Not To Exceed Amount for 2 Years $294,872.00
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12
months.
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
ADDITIONAL SERVICES
Scope Labor Categories Est. Hours Hourly Rate*** Extended Rate Totals
Additional Services - Landscape Review
2014 Rate (4 months Sept-Dec) Principal/Senior PM 41 $145.00 $23,780.00
2015 Rate (12 months Jan-Dec) Principal/Senior PM 41 $152.25 $74,907.00
2016 Rate (8 months Jan-Aug) Principal/Senior PM 41 $159.86 $52,434.90
Total Not to Exceed Additional Services $151,121.90
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12
months.
AMENDMENT No. 1: Hourly Rate Schedule
Summary Additional Services Totals
Total Not To Exceed Amount for 2 Years $151,121.90
DocuSign Envelope ID: 7A7EE23E-2FC8-4697-9824-DEA08E2BF76C
18 Revision April 28, 2014
AMENDMENT No 2. Hourly Rate Schedule
EXTENDED SERVICES
GREEN BUILDING PROGRAM CONSULTING SERVICES
Scope Labor Categories Est. Hours/Mo Hourly Rate*** Extended Rate
Task 1 - Existing Program Implementation
2016 Rate (4 months Sept-Dec) Principal/Senior PM 20 $159.86 $12,788.80
2016 Rate (4 months Sept-Dec) Program Associate 36 $68.25 $9,828.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 20 $167.85 $26,856.00
2017 Rate (8 months Jan-Aug) Program Associate 36 $71.66 $20,638.08
Total Not to Exceed Task 1 $70,110.88
Task 2 - Metrics Management and Reporting**
2016 Rate (4 months Sept-Dec) Principal/Senior PM 2 $159.86 $1,278.88
2016 Rate (4 months Sept-Dec) Program Associate 19 $68.25 $5,187.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 2 $167.85 $2,685.60
2017 Rate (8 months Jan-Aug) Program Associate 19 $71.66 $10,892.32
Total Not to Exceed Task 2 $20,043.80
Task 3 - Quality Control Maintenance
2016 Rate (4 months Sept-Dec) Principal/Senior PM 7 $159.86 $4,476.08
2016 Rate (4 months Sept-Dec) Program Associate 19 $68.25 $5,187.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 7 $167.85 $9,399.60
2017 Rate (8 months Jan-Aug) Program Associate 19 $71.66 $10,892.32
Total Not to Exceed Task 3 $29,955.00
Task 4 - Webpages and Handouts*
2016 Rate (4 months Sept-Dec) Principal/Senior PM 10 $159.86 $6,394.40
2016 Rate (4 months Sept-Dec) Program Associate 10 $68.25 $2,730.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 5 $167.85 $6,714.00
2017 Rate (8 months Jan-Aug) Program Associate 12 $71.66 $6,879.36
Total Not to Exceed Task 4 $22,717.76
Task 5 - On-Going Training*
2016 Rate (4 months Sept-Dec) Principal/Senior PM 5 $159.86 $3,197.20
2016 Rate (4 months Sept-Dec) Program Associate 5 $68.25 $1,365.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 3 $167.85 $4,028.40
2017 Rate (8 months Jan-Aug) Program Associate 5 $71.66 $2,866.40
Total Not to Exceed Task 5 $11,457.00
Task 6 - Policy Review and Creation
2016 Rate (4 months Sept-Dec) Principal/Senior PM 5 $159.86 $3,197.20
DocuSign Envelope ID: 7A7EE23E-2FC8-4697-9824-DEA08E2BF76C
19 Revision April 28, 2014
2016 Rate (4 months Sept-Dec) Program Associate 5 $68.25 $1,365.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 3 $167.85 $4,028.40
2017 Rate (8 months Jan-Aug) Program Associate 5 $71.66 $2,866.40
Total Not to Exceed Task 6 $11,457.00
Total Not To Exceed Green Building $165,741.44
EXTENDED SERVICES
COMMERCIAL LANDSCAPE REVIEW
ADDITIONAL SERVICES
LANDSCAPE REVIEW – SINGLE--FAMILY RESIDENTIAL
Scope Labor Categories Est. Hours Hourly Rate*** Extended Rate
Additional Services - Landscape Review
2016 Rate (4 months Sept-Dec) Principal/Senior Program Manager 41 $159.86 $26,217.04
2017 Rate (8 months Jan-Aug) Principal/Senior Program Manager 41 $167.85 $55,055.78
Total Not to Exceed Landscape Review $81,272.82
Scope Labor Categories Est. Hours Hourly Rate**Extended Rate Totals
Residential Landscape Review (2015)*Landscape Reviewer 26 $152.25
Total Estimate Per Month $3,958.50
Total Estimate 2015 (5 months August-Dec)$19,792.50
Residential Landscape Review (2016)*Landscape Reviewer 26 $159.86
Total Not to Exceed 2015 - Per Month $4,156.43
Total Monthly 2016 (8 months Jan-Aug)$33,251.40
Total Not To Exceed Amount $53,043.90
**Hourly rates are subject to a 5% increase each January
* Residential landscape reviews are estimated to take approximatelt 2 hours per project to complete. Estimate is based on 13 new
residential projects submitted for permit each month on average.
DocuSign Envelope ID: 7A7EE23E-2FC8-4697-9824-DEA08E2BF76C
20 Revision April 28, 2014
ADDITIONAL SERVICES
LANDSCAPE PERMIT MANAGEMENT
Scope Labor Categories
Est.
Hours
Hourly
Rate*** Extended Rate
Additional Services - Landscape Permit Management
2016 Rate (12 months Jan-Dec) Principal/Senior Program Manager 3 $159.86 $5,754.96
2016 Rate (12 months Jan-Dec) Program Associate 40 $68.25 $32,760.00
2017 Rate (8 months Jan-Aug) Principal/Senior Program Manager 3 $167.85 $4,028.40
2017 Rate (8 months Jan-Aug) Program Associate 40 $71.66 $22,931.20
Total Not to Exceed Landscape Permit $65,474.56
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12 months.
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
DocuSign Envelope ID: 7A7EE23E-2FC8-4697-9824-DEA08E2BF76C
Certificate Of Completion
Envelope Id: 7A7EE23E2FC846979824DEA08E2BF76C Status: Completed
Subject: Please DocuSign this document: C15154454 CONTRACT AMENDMENT NO 2 ay edit (2).pdf
Source Envelope:
Document Pages: 20 Signatures: 1 Envelope Originator:
Certificate Pages: 2 Initials: 0 Christopher Anastole
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
chris.anastole@cityofpaloalto.org
IP Address: 199.33.32.254
Record Tracking
Status: Original
3/23/2016 8:57:12 AM
Holder: Christopher Anastole
chris.anastole@cityofpaloalto.org
Location: DocuSign
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melanie jacobson
melanie@integrateddesign360.com
Principal
melanie jacobson
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Signed using mobile
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Jessie Deschamps
Jessie.Deschamps@CityofPaloAlto.org
City of Palo Alto
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Sent: 3/23/2016 6:22:41 PM
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Katie Whitley
Katie.Whitley@CityofPaloAlto.org
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Sent: 3/23/2016 6:22:41 PM
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Envelope Sent Hashed/Encrypted 3/23/2016 6:22:41 PM
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