HomeMy WebLinkAbout2002-03-11 City Council (2)City of Palo Alto
City Manager’s Report
TO:
FROM:
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE:MARCH 111 2002 CMR:171:02
4
SUBJECT:APPROVAL OF CONTRACT AMENDMENT #1 TO GROUP 4
ARCHITECTURE, RESEARCH + PLANNING, INC., IN THE
AMOUNT OF $258,485 FOR CONCEPTUAL ARCHITECTURAL
DESIGN SERVICES FOR THE MITCHELL PARK LIBRARY &
COMMUNITY CENTER EXPANSION PROJECT, CAPITAL
IMPROVEMENT PROJECT 10204
RECOMMENDATION
Staff recommends that Council:
Authorize the Mayor to execute the attached contract amendment for $258,485 to
Group 4 Architecture, Research + Planning, Inc., (Group 4) for conceptual
architectural design services for the Mitchell Park Library and Community Center
Expansion Project.
Authorize the City Manager or his designee to negotiate and execute one or more
change orders to the contract with Group 4 for related, additional, but unforeseen
work, which may develop during the project, the total value of which will not
exceed $11,000.
BACKGROUND
In. May 2000, the City’s Library Advisory Commission (LAC) produced the New Library
Plan. This document contains the LAC’s recommendations for improved and expanded
full-service Resource Libraries in north (Children’s, Main) and south (Mitchell Park) Palo
Alto and for improvements to services at the three Neighborhood Libraries (College
Terrace, Downtown and Terman Park).
The Council has approved coordinating the Mitchell Park Library expansion project with
the proposed expansion of the Mitchell Park Community Center as the two facilities share
the same site. Consequently, staff conducted an extensive solicitation for an architect to
prepare a feasibility study of the Mitchell Park Library and Community Center expansion
projects.
CMR: 171:02 Page 1 of 4
First, the Mitchell Park Library - Community Center Site Committee (Site Committee)
was formed, ~onsisting of members of the community, the Parks and Recreation
Commission, the Library Advisory Commission, and staff. In addition to other duties,
this group served as the Consultant ~selection committee. Next, a Request for
Qualifications was prepared by the selection committee and was issued nationwide.
Seventeen architectural firms responded with a Statement of Qualifications, which were
reviewed by the selection committee and the four most-qualified firms were selected to
receive a Request for Proposal (RFP) and to be interviewed. Staff prepared the RFP and
the Council’s Policy and Services Committee reviewed its .scope of work. The four
finalist firms submitted proposals and were interviewed, and the selection committee
selected Group 4 to conduct the feasibility study.
On November 13, 2001, Council approved a $90,000 contract for Group 4 to prepare a
feasibility study of the Mitchell Park Library and Community Center expansion projects.
That work is completed and the results will be presented to Council elsewhere on this
same Council agenda. The Council also approved in concept the amendment of the
Group 4 contract to cover conceptual design work upon satisfactory completion of the
feasibility study.
DISCUSSION
The work to be performed under this contract is for the conceptual designs of the Mitchell
Park Library and Community Center site, including landscaping, parking, and pedestrian
and vehicular circulation. Group 4 will develop the site feasibility scheme approved by
Council. If Council does not approve a scheme, staffwill delay execution of this contract
amendment.
For the conceptual design work, Group 4 will utilize the Council-approved site feasibility
scheme to: prepare initial conceptual designs that analyze different building, parking,
landscaping and site circulation concepts; incorporate sustainable design concepts;
present the initial conceptual designs to the community and to six boards and
commissions; develop one final conceptual design based upon comments and
recommendations from the community, boards and commissions, and the Site Committee;
prepare a c~nstruction cost estimate of the final conceptual design; and present the results
to Council in June 2002. Additionally, Group 4 will be required to develop a conceptual
design that can be constructed in two phases. This is being done in order to give Council
flexibility in deciding which projects will be included on an anticipated November 2002
bond measure for public funding of the New Library Plan and other projects.
Concurrent with the conceptual design effort, staff and consultants will be preparing an
application for funding through the State Library Bond Act. This application will be
submitted to the State in June 2002.
CMR:171:02 Page 2 of 4
Group 4’s proposed fee of $258,485 is within the budget for ~he project. The fee is a
lump sum amount, including reimbursables, and is consistent with consultant .fees
typically charged for conceptual design services.
It is staff’s intent to return to Council with a second amendment to the contract with
Group 4 upon successful completion of the conceptual design services to include the
remaining design services for .the project: schematic design; design development,
construction documents and construction support services, contingent upon available
funding.
RESOURCE IMPACT ’
The balance of funds for the conceptual designs of this project will be available in Capital
Improvement Project 10204, Library Master Plan, upon Council’s approval of a Budget
Amendment Ordinance (BAO) for Fisca! Year 2001-02 in the amount of $92,550 for
Capital Improvement Project Number 10204, Library Master Plan, scheduled for March
18, 2002. Due to the need to start the conceptual designs as soon as possible to meet the
schedule for completion .of conceptual designs by June 2002, staff recommends Council
conditionally al~prove the contract amendment now subject to approval of the BAO.
Additional funds need to be budgeted to complete design services and for construction. It
is anticipated that Council will decide in June 2002 whether the Mitchell Park Library and
the Mitchell Park Community Center Expansion projects will be included in the
November 2002 proposed bond measure and, if so, which phases will be included and for
what dollar amounts.
Current staffing levels are inadequate to proceed with this project beyond conceptual
design. Consequently, staff will propose a staffing plan to provide project management
services through the design and construction phases of all the New Library Plan and other
projects that may appear on the bond measure and present it to Council at a later date.
POLICY IMPLICATIONS
This recommendation does not represent any change to existing City policies.
ENVIRONMENTAL REVIEW
The Mitchell Park Library and Community Center have been determined not to be
eligible for the California Register of Historical Resources. Accordingly, demolition of
these structures is not deemed to be a significant environmental impact.
Staff has retained consultants to analyze parking and traffic impacts and impacts to
existing trees created by the expansion of the Library and Community Center. However,
staff does not anticipate that there will be significant parking, traffic or tree impacts and;
accordingly, staff is proceeding with the preparation of a mitigated negative declaration
per the mandated CEQA process. Staff and City consultants are currently preparing the
CMR: 171:02 Page 3 of 4
necessary CEQA documentation and expect it to be completed by June 2002. When that
document is ready for review and adoption, Council will be in a position to decide
whether to proceed with~ the Mitchell Park proje.cts.
ATTACHMENTS
Attachment A: Contract Amendment No. 1
PREPARED BY:
DEPARTMENT HEAD:
BOB MORRIS
GLENN S. ROBERTS
Director of Public Works
CITY MANAGER APPROVAL:
HARRISON
Assistant City Manager
CMR:171:02 Page 4 of 4
ATTACHMENT A
AMENDMENT NO. ONE TO CONTRACT NO. C2138328
BETWEEN THE CITY OF PALO ALTO AND
GROUP 4 ARCHITECTURE, RESEARCH AND PLANNING, INC.
(Mitchell Park Library Expansion Project)
FOR CONSULTING SERVICES
This Amendment No.ONE to Contract No. C2138328
("Contract") is enteredinto , by and between the
CITY OF PALO ALTO, a chartered city and a municipal corporation of
the State of Californla ("CITY"), and GROUP 4 ARCHITECTURE,
RESEARCH AND PLANNING, INC. a California Corporation, located at
301 Linden Avenue, South San Francisco, CA 94080 ("CONSULTANT").
RECITALS:
WHEREAS, the Contract was entered into between the
parties for the provision of a site feasibility study for the
Mitchell Park ~ibrary and Community Center Expansion Project
occupied by the Mitchell Park Library and Community Center,
hereafter referred to as "Phase I"; and
WHEREAS, the parties wish to amend the contract to add
conceptual design services for the Mitchell Park Library and
Community Center Expansion Project, hereafter referred to as "Phase
II";
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the pa~ties agree:
SECTION i. Section 5 Compensation Section is hereby
amended to read as follows:
5.1 CITY will compensate CONSULTANT for the following
services and work in accordance with Exhibits "B" and "B-I".
020305 lh 0052946
5.1.1 In consideration of the full
performance of the Basic Services, including
any authorized reimbursable expenses, CITY
will pay CONSULTANT a fee not to exceed Eighty
Six Thousand Dollars ($86,000) for services
and Four Thousand Dollars ($4,000) for
expenses for Phase I services and a fee not to
exceed Two Hundred Forty-Four Thousand Two
Hundred Eighty-Five Dollars ($244,285) for
services and Fourteen Thousand Two Hundred
020305 lh 0052946
($14,200 for expenses relating to Phase II
services for a total contract price of Three
Hundred FortyiEight Thousand Four Hundred
Eighty-Five Dollars ($348,485). The amount of
compensation will be calculated in accordance
with Exhibit "B" and "B-I". The fees of the
consultants] who have direct contractual
relationships with CONSULTANT, will be
approved, in advance, by CITY. CITY reserves
the right to refuse payment of such fees, if
such Prior approval is not Obtained by
CONSULTANT.
5.1.2 In consideration of the
full performance of Additional Services, the
amount of compensation for Phase I will not
exceed Nine Thousand Dollars ($9,000). In
consideration of the full performance of
Additional Services the amount of compensation
for Phase II will not exceed Eleven Thousand
Dollars ($ii,000) . Any unused portion of
Phase I additional funds may be carried
forward and used in Phase II.
5.1.3 The full payment of
charges for extra work or changes, or both, in
the execution of the Project will be made,
provided such request for payment is initiated
byCONSULTANT and authorized, in writing, by
the project manager. Payment will be made
within thirty (30) days .of submission by
CONSULTANT of a statement, in triplicate, of
itemized costs covering such work or changes,
or both. Prior to commencing such extra work
or changes, or both, the parties will agree
upon an estimated maximumcost for such extra
work or changes. CONSULTANT will not be paid
for extra work or changes, including, without
limitation, any. design work or change order
preparation, which is made necessary on
account of CONSULTANT’s errors, omissions, or
oversights.
5.1.4 Direct personnel expense
of employees assigned to the execution of the
Project by CONSULTANT will include only the
work of architects, engineers, designers, job
captains,surveyors,draftspersons,specification
writers and typists, in consultation, research
and design, work in producing drawings,
specifications and other documents pertaining
to the Project, and in services rendered
during construction at the site, to the extent
such services are expressly contemplated under
this Contract. Included in the cost.of direct
personnel expense of these employees are
salaries and mandatory and customary benefits
such as statutory employee benefits,
insurance, sick leave, holidays &nd vacations,
pensions and similar benefits.
5.2 The schedule of payments will
be made as follows:
5.2.1 Payment of the Basic Services will
be made in monthly progress payments in
proportion to the quantum of services
performed, or in accordance with any other
schedule of payment mutually agreed upon by
the parties, as set forth in Exhibits "B" and
"B-I", or within thirty (30) days of
submission, in triplicate, of such requests if
a schedule of payment is not specified. Final
payment will be made by CITY after CONSULTANT
has submitted all Deliverables, including,
without limitation, reports which have been
approved by the project manager.
5.2.2 Payment of the Additional
Services will be made in monthly progress
payments for services rendered, within thirty
(30) days of submission, in triplicate, of
such requests as set forth in Exhibits "B" and
"B-I".
5.2.3 No deductions will be made
from CONSULTANT’s compensation on account of
penalties, liquidated damages, or other-sums
withheld by CITY from payments to genera!
contractors.
SECTION 2. .The following exhibits to the Contract are
hereby amended to read as set forth in the attachments to this
Amendment, which are incorporated in full by this reference:
ao Exhibit "A" is amended to be Exhibit "A" to the
contract and "A-I" to this Amendment One, copies of
which are attached hereto.
020305 lh 0052946
Exhibit ~B" is amended to be E~hlbit ~B" to thecontract and ’~B.-l" to this A~endment One, copies of
which are attached hereto.
SECTION 3. EXcept as herein modified, all other
provisionsrof the Contrac=, imcluding any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF. the parties have by their duly
authorized repxesen~a~ives executed this Amendment on the date
first above written.
ATTEST~C£TY OF PALO ALTO
~enior Asst. City Attorney
APPRO~D:
.Assistant City Manager
Director of Administrative
Services
Director of Public Works
Insurance Review
At K aohment s :
EXHIBIT "A" & A-!:
Mayor
GROUP 4 K~CHITEC~, RESEARCH
~ PLYING, INC.
Title ~ Rresi dent
Ni~. Dierkes
Title ~ Secretary
Taxpayer Identification No.
94-2376500
(Compliance with corp. Code ~ 31~ is
required if the enmity on whose
o~ora=io~. In the al~e~nativ~, a
cerui~i@d coz-pora~e resolution
attee~in~ Eo ~b~ signatory authority
oZ the individuals signing in ~ir
reep~ctive capacities is ac~ep~abl~)
SCOPE OF PROJEC~ & TIME SCHEDULE
PATE S CH~DULE
4
(C£vil code ~ 1189)
STATE OF
COUNTY OF
))
not al’y public in and for said county, personally appeared
satisfactorY evidence) 1:o be the person(~ whose name(~ is/~
subscribed to the within instrument, and acknowledged to me that
he/~-T~y executed the l~ame in his/h~TT~ authorized
capacity(4~-m), and thal: by his/h~~ signature~0 on the
instrument the person(~ , or the entity upon behalf of which the
person ~) acted, execute.d the instr%Iment ¯
WITNESS my ha~d and official seal.
Si~Ka~re 5~ Notary Public
"-~COUM, #1270707 ,-.,~NOTARY PUBUG- CAUFORNIA o~SAN MATEO COUNTY ~~My Comm. F~res July 15, 2004
5
C~RTZPZCKTE OF ACKNOWLEDGMENT
(Civil code S 1189)
COUNTY OF
))
’ an~ fore,aid . Co~ty, " pe~sonally appearednora,, public ¯
~ergn~1 ly~ ~~s (o~’ proved to me on £he basis of
satisfactory evidence) ~:o be ~he pers~(~ whose n~e~ is/~
s~scribed to ~he wi~hi~ inst,ru~n~, and ac~owledsed to me that
he/~ executed ~he ~same in his/~ authorizedcapaci~y(~, and tha’~ ~ his/~"signature~ on the
inst~ment the person(~" or the enuity upon behalf of which the
parson(~) ac~d, ~ecuted ~he instrument,
W~TNESS my hand and official seal.
NOTA~,y PUBUC - GAU FORNIA
SAN MATEO COUNTY
EXHIBIT A SCOPE OF SERVICES
I
1.0
II
1.0
1.1
1.2
1.3
1.4
1.5
1.6
1.7
THEPROJECT
The Project shall consist of architectural servicesfor a library and community center to be located in the.
eastern portion of Mitchell Park on Middlefield’Road in Palo. Alto~ Califomia The Library is estimated
to be up to 55,000 square feet in size and the Community Center is estimated to be between 7,500 square
feet and 30,000 square feet in size. The Project includes the associated parking and site work.in the
eastern portion of Mitchell Park.
In choosing the Consultant, the City has selected a consultant with knowledge and professional-skills fort.
the Scope of Basic Services as stated below, for additional predesign and conceptual design services and
for full architectural and interior design services from Schematic Design through Post Construction.
Services. The City, at its sole discretion may authorize-Additional Services andCompensation and/o)
contract arnendment~ to increase the scope of services to include services through Post Construction
project or.lhrough intermediate project phases.
RESPONSIBILITIES OF CITY
-In-addition to the responsibilities described in Section 4 of the Agreement, the City shall provide the
following services and information if necessary. The Consultant shall be erttitlixl to rely upon
information and services provided by the City.
Library and Community Cefiter BuiIding Program and the services of Programming Consixitants.
Geotechnical Engineering Services.
Land Surveying Services.
Public Finance Consultant
Municipal Election .~onsultants,
Traffic "Engineering. Consultants. -
Testing and Surveys foUr.Hazardous Materials...
III
1.0
t.1
1.1.1
1.1.2
1.1.3
SCOPE OF BASIC SERVICES
The Consultant’s Basic Services shall consist of the services described in Paragraphs BI 1,0 through
1.5.5. For initial professional services for this Project, the Consultant’s Basic Services shall include only
the services of a cost estimator. Through Additional Services and Compensation or through
Amendments to lifts Agreement, the City may add.the services of additional sub-consultants.
PROJECT 1N1Tf_ATION PHASE
The Consultant shall prepare a Project Directory and a draft Work Plan.
The Consultant shall review City-provided Project Data
The Consultant shall conduct Project Management Team (PMT) Meeting 1.
1.1.4’ The Consultant shall prepare Final Work Plan and Community Participation Plan
DeliverabIes: . Final Work Plan and Community Participatz’on Plan
1.2
1,2.1
1.2.2
122;3
SITE ANALYSIS PHASE
The C6nsultant shal~ conduct Site. Analysis to identify opportunities and constraints.
The Consultant shall conduct PMT Meeting 2 to .discuss Site Analysis and plan Community Meeting 1.
The Consultant shall prepare exhibits for Community Meeting 1. --.
The Constfitaut shall conduct Communi~ Input Meeting 1.
The Consultant shall prepare riotes ~om Communily Meeting 1.
Ddiverables : Site Analysi$ Drawing and Summary of Community Meeting 1.
1.3.2
1-..3.5
1.3.6
1 .-3.7
1.3.8
OPTION DEVELOPMENT PHASE
The Consultarit shall conduct PMT Meeting 3 followed by PSC Meeting 2 to review first public meeting
and set site planning goals; set Green Building goals for Project.
The Consultant shall develop k range of Conceptual Programmatic and Site Altematirces, which include
parking ~ud circulation r.eqttiromen~s for the-specified site, aa well.as the renovation-and add-on to
.existing buildings. ,.The ConsuRaflt shall prepare site plans illustrating up to 8 options including:
1.3.2.1 Rep!acementof the Libraryor both buildings with larger new structures. "
1.3,2.2 Renovation and expansion of b0thbuildings, potentia!ly linking.them.with newconstruction.
1.3.2.3 Replacement of exig’ting buildings with one new building which homes both institutions and
provides for shared use of Sl~ace where practical..
The Consul~mt shall prepare graphics for PMT Meeting 4.
-The Cor~ultant shall conduct PMT Meeting 4 followed by PSC Meeting 3 to present and evaluate
options and to plan the~first Community Meeting.
The Consultant shall r~vise the selected options and prepare presentation graphics for Community
Meeting 2. ..-
The Consultant shall conduct Community Input Meeting 2.
The Consultan~ shall conduct PMT Meeting 5 followed by PSC Meeting 4 to review Community
Meeting 2 and plan t~e next steps.
The Consultant shall present the Site Evaluation and selected options to the Planning and Transportation
~ommissions; to a joint meeting of the Library Advisory 13card and Parks and Recreation Commissions;
and to a.j 0int meeting of the Architectural Review Board and the Historical Resources Board.
Deliverables: Graphic Site Plans illustrating.selected Development Options.
1.4 F1NAL OPTIONS pHASE
1.4.1 The Consultant shall Revise s.elected Options based on City’s direction, community iaput, and boards
and commission input.
The Consultant shall prepare Project Cost models for each Option,
The Consultant shall prepare draft Final Recommendations for Building Program, Project Cost,
Schedule, and Site Development Options. The City will provide direction to the Consultant for Building
Program Options.
1.4.4 The Consullant shall prepare exhibits for Commission and Boards.
1.4.5 ,The Consultant shall conduct P.MT Meeting 6 followed by PSC Meeting 5.
1.4.6 The Consultant shall preseflt the Options and selected options to the Planningand Transportation
Commissions;, to the Library Advisory Board and Parks and Recreation Commissions; and to a joint
meeting of the Architectural.Review Board and the Historical Resources-Board
Deliverabj~.s) Draft Final Recommendations Report.
1.5.1
1.5.2
TheC0nsultant shall conduct PMT Meeting’7 followed by PSC Meeting 6 to review Boards.and
Commissions Meeting and provide direction to the C0nsultaut for Final Recommendations and to Plan
the City C0ut~cfl meeting.
The Consultant shall develop final illustrafi~ce Site Plans and final Options,
The Consultant shall update Project Budgets.
The Consultant shall prepare final Graphics for City Council presentation;
1.5.5 The consultant shall present the Final Re~orhmendations to the City Council
" Deliverables: Graphic exJ71b’~ts including illustrative Site Plan and diagrammatic"Bullding Plans, the size of
the plan for recommended Opi~ons. Final Recommendation Report to include statement of study methodology,
summary of options reviewed and cost estimates, and final recommendations.
1.0
2.0
3,0
4.0
5.0
6..0
7,0
8.0
ADDITIONAL.SERVICES: Tlie following services are not included in the Consultanfs Basic Sergtces
and shall be provided, for additional compensation, if directed by the City, -
Engineering and environmental studies.
Additional meetings and presentalions
Perspective renderings,
.Scale models.
Green building analysis and guidelines,
Detailed design drawings.
Services of consul~~uts other than cost estimating consultants,
Other services not specifically identified Under Basic Services above.
EXHIBIT A-1
PHASE 11: CONCEPTUAL DESIGN
I
1.0
2.0
II
1.0
1.1
1.2
1’,3
1.4
1.5
1.6
1.7
1.8
III
THE PROJECT
The Project shall consist of architectural services for a library and community center
to be located in the eastern portion of Mitchell Park on Middlefield Road in Palo
Alto, California as directed by the City. The Library is estimated to be up to 55,000
square feet insize and the Community Center is estimated to be up to 16,000 square
feet in size. The Project includes the associated parking and site work in the eastern
portion of Mitchell Park. The Project may include under-building parking. The
Project is further described, in general fashion, in site master plan documents
prepared for the March 11, 2002 City Council meeting.
In choosing the Consultant, the City has selected a consultant with knowledge and
professional skills for the Scope of Basic Services as stated below, for additional
predesign and conceptual design services and for full architectural and interior design
services from Schematic Design through Post Construction Services. The City, at its
sole discretion may authorize Additional Services and Compensation and/or contract
amendments to increase the scope of services to include services through Post
Construction project or’ through intermediate project phases.
RESPONSIBILITIES OF CITY
In addition to the responsibilities described in Section 4 of the Agreement, the City
shall provide thefollowing services and information if necessary. The Consultant
shall be entitled to rely upon information and services provided by the City.
Library and Community Center Building Program and the services of Programming
Consultants.
Planning Consultant including preparation of CEQA and local environmental
documentation.
Land Surveying Services.
Public Finance Consultant.
Municipal Election Consultants.
Traffic Engineering and Parking Consultants.
Testing and Surveys for Hazardous Materials.
Arborist
SCOPE OF BASIC SERVICES: The Consultant’s Basic Services shall consist of the
services described in Paragraphs III 1.0 through 8.1. For initial professional services
for this Project, the Consultant’s Basic Services shall include only the services of
structural, mechanical, electrical and geotechnical engineering consultants, a
landscape architect, cost estimator, and renderer. Through additional Services and
Compensation or through Amendments to this Agreement, the City may add the
services of additional sub-consultants. Unless otherwise noted, all Project
0203041h 0052963
1.0
1.1
1.2
3.0
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
4.0
4.1
4.2
Management Team (PMT) and Project Site Committee (PSC) meetings will be held
as single combined meetings. Some meetings will occur at Group 4’s offices.
DESIGN PREPARATION PHASE
The Consultant shall review City-provided documents such as the building’s
programs, arborist report, and traffic and parking recommendations.
The Consultant shall meet with the Project Management Team (PMT) and/or the
Project Site Committee (PSC) to finalize the parking, to review other City-provided
information, review the City Council actions of March 11, 2002, and to review the
schedule and process for the forthcoming services.
COMMUNITY MEETING 1
The Consultant shall develop an interactive presentation to solicit group input on the
building and site design at a public meeting. The Consultant shall prepare graphic
material.
The Consultant shall conduct a public, meeting to discuss design opportunities and
values in order to provide guidance during the development of the conceptual design.
The Consultant shall conduct PMT Meeting 2 and PSC Meeting 2 to review input
from the community meeting.
INITIAL DESIGN CONCEPTS PHASE
The Consultant shall produce a study model base for use with alternative conceptual
designs.
The Consultant shall develop in-house design concepts for evaluation.
The Consultant shall prepare a geotechnical report based on subsurface exploration.
The Consultant shall conduct up to 2 meetings with Community Services and Library
staff, at Group 4’s offices to clarify programmaticand functional project
requirements.
The Consultant shall prepare documents illustrating up to three concepts for the
building site, landscaping, circulation and parking, including site plan, floor plan
showing major building areas suggestive elevations, and perspective sketches. Each
concept will illustrate an approach to constructing the project in two phases. The first
phase would be a new library and a portion of the new site development and the
second phase would be the addition of a new community centerand the remainder of
the site work.
The Consultant shall prepare a massing model for each alternative.
The Consultant shall present the three concepts at the third meetings of the PMT and
PSC.
The Consultant shall review and coordinate the work of our sub-consultants.
PRESENTATION OF INITIAZ DESIGN CONCEPT PHASE
The Consultant shall revise the design, model and other design documents to
incorporate direction provided at PMT 3 and PSC 3.
The Consultant shall present the design at up to six City Board or Commission
meetings.
020304 lh 0052963
The Consultant shall meet conduct PMT and PSC Meeting 4 to review comments
heard from the City Board and Commission meetings.
The Consultant shall make minor modifications to the design and exhibits to address
directions given at PMT 4 and PSC 4. The Consultant shall prepare exhibits for
Community Meeting 2.
The Consultant shall conduct .Community Meeting 2.
CONCEPTUAL DESIGN PHASE
5.1
5.2
5.3
5.4
5.5
.1
.2
.3
.5
.6
.7
.8
.9
.10
5.6
The Consultant shall conduct PMT and PSC meeting 5 to review information heard
from the City’s Board and Commissions and Community. The PSC will select the
final Conceptual Design approach for development,
The Consultant shall develop the Conceptual Design based upon direction from the
PSC.
The Consultant shall lead a workshop with the PMT to finalize Green Building
Concepts.
The Consultant shall conduct 1 working meeting at Group 4 offices to refine
functional and programmatic issues.
The Consultant shall develop Conceptual Plans and other documents for the City’s
State Library Bond application. These shall include:
Area plan showing neighborhood.
Conceptual site plan
Conceptual landscape p!an
Two building sections
Building elevations -
Outline specifications
Phasing plan
Perspective renderings (2 exterior, 1 interior)
Study model
Cost estimate showing costs for each phase
The. Consultant shall review and coordinate the work of our sub-consultants.
6.0 PRESENTATION OF FINAL CONCEPT PHASE ¯
6.1
6.2
6.3
6.4
6.5
The Consultant shall present the final concept to PMT Meeting 6 and PSC Meeting 6.
The Consultant shall present the fina! design.to six City Boards and Commissions.
The Consultant shall conduct PMT and PSC Meetings 7 to review the input of Boards
and Commissions.
The Consultant shall review the Conceptual Design documents to respond to
direction from PSC Meeting 7.
The Consultant shall present the final design to the City Council.
7.0 ASSISTANCE FOR STATE BOND ACT APPLICATION PHASE
The Consultant shall provide up to 52 hours of architectural assistance to the City
with State Bond application.
8.0 CONCEPTUAL DESIGN REPORT PHASE
0203041h 0052963
8.1.The Consultant Shall prepare a report summarizing the Conceptual Design including a
summary of the alternatives considered and the design methodology.
PROJECT SCHEDULE: The following schedule may be adjusted by mutual
agreement by the City and Consultant. The Consultant’s services are intended to
support the City’s application for the California Library Bond Application. The City
acknowledges that the completion of the services for the Bond Application is
contingent upon decisions and approvals for complex design, plalming and project
cost decisions that will be made by others. The City further acknowledges that,
despite the Consultant’s work proceeding as expediously as reasonabily possible,
decisions may not be made by the City in time for the City to submit on June 14,
2002. The following are the estimated completion dates for each project phase:
V
1.0
2.0
3.0
4:0
5.0
Project Phase 1.0 Design Preparation March 25, 2002
Project Phase 2.0 Community Meeting 1 April 7, 2002
Project Phase 3.0 Initial Design Concepts April 21, 2002
Project Phase 4.0 Presentation Initial Design Concepts May 5, 2002
Project Phase 5.0 Conceptual Design May 19, 2002
Project Phase 6.0 Presentation of Final Design Concept June 11, 2002
Project Phase 7.0 Assistance for State Bond Act Application June 11, 2002
Project Phase 8.0 Conceptual Design Report June 11, 2002
ADDITIONAL SERVICES: The following services are not included in the
Consultant’s Basic Services and shall be provided, for additional compensation, if
directed by the City.
Engineering and environmental studies.
¯ Additional meetings and presentations
Detailed design drawings.
Services of consultants other than cost estimating consultants.
Other services not specifically identified under Basic Services above.
020304 lh 0052963
1.0
1.i
1.2
2.2
2.3
EXHiBiT B COMPENSAT~ION
(VERS{ON 2)
COM]PENSATION FOR BASIC SERVICES
For the Basic Services describedin Paragraphs K[ 1.0 through 1.5.5 of Exhibit A, a L~amp Sum
Fee of Eighty Six Thousand Dollars ($86,000.0.0).
P~yments to the Contractor for Basic Services sh~l be made monthly in propo~ons to the
-so, vices rendered.and shall not exceed the following amount per project phase:
Proj ect Initiation:$ 5,400
¯ Site A~lalysis :.$13,100.
¯ Option D6velopment:$27,500
Final Option:$27,500.
Final Repo~~
Total Basic Compensation:$86,000
C-O.MPENSATION FOR ADDITIONAL SERVICES
For Additional Services described in Paragraphs IV 1.0 fl~_rough 8.0, th, Ci~ shall ompensat 0
the Contractor in addition to Compensation for Basic Service on an hourly basis in. proportion.to
services .rendered according to the following schedule: Hourly ~aates shal!be adjusted annually.
$135.60 "Prinoip al-In-Ch_ .arge
Project Manager
Professional I
Professional II
Professional
Tecbci,. ’ca1 .I
Technical II
Technical
Teotmical IV..
Ptoje.ot Support
$115.00
$105.00
$ 95.0O
$ .85.00
$ 95.00
$ 85.00
$ 75.00
$ 65.00-
$ 60.00
Subconsultan~s to the Contractor at a rate of one and
.the consultant.
one-tenth (!. 10) .limes the.amounts billed to
Compensation for additional Project Meetings shall be billed at a Fixed Fee. pet meeling at the
folio.wing rates: .
PMT Meeting.Ordy $ 800
PSC Meeting Only $ 900
PMT & PSC Combined Meeting $1,200
Board or Commission Presentation $1,800
COMI~ENSATION FOR REIM]IURSABLE EXPENSES
Reimbursable expenses are in additionto compemation for Basic and Additional Serqices in "
Exhibit A and include expenses incurred by the.Contractor, and sub-consultants in the interest of
the project, as identified in the following clauses.
3.2
3.3
Reimbursable Expenses related to the Project, whether for in-house, cons.ultant or client use, are
billable at 1.10 times direct cost.or at the rates indicated below. Such costs.include, but are not
necessarily limited to:
CAD plottin~ of Check Set~ and Presentation Drawings: $2,00 per square foot,
Outside service printing/copying o.f drawings and documents of any size.
In-house black and white printing/copying of drawings larger than 1 l"x 17": $.50 per square
foot,
In-house black and white’ photo-copying for draft and ling1 reports and specifications: $.20 per
page -..
[]Software purchage and licensure on behalf of the client.
,Postage, delivery and messgnger service.
¯Photographic and d!~_t~!l i_m_a~mg, including color and grayscale copies of any .size!:":
¯Overtime expenses withprior client approval.
¯Architectural.renderings and scale models,
¯Travel expenses outside the Bay Area.
¯Sub-consultant costs.
¯Presentation boards.
¯Facilitation tools."
~Workshop accessories.
¯ " -Workshop fa’cilitdtion materi~ls. ’
~- Travel expenses
The foll6~ing.expenses are included in the hourly billing rates .and are not billed separately:.
, . Iu-tiduso pi:in~g/dgpying Of li"x 1.7" or smaller for in-homeand consultant use, exceptas
indicated aborce ¯
¯;Felephone and fiix usage ::.":
Compensationfor Reimbui,sabieProj e.ct Expenses shall not exceed F.our Thousand Dollars ’
($4,00o) wiili0ut.approval by the City. ..
The City ~d the. Consultant agree thatthe rates for Basic and Addifior[al Serv!c~ and ..
Reimbursable Expenses, including Sub-consultant and reimbursable expenses markup, shall be
reviewed and adjusted for future prbject phasgs. ’ "
EXHIBIT B-1 COMPENSATION
PHASE I1" CONCEPTUAL DESIGN
1.2
2.0
2.1
2.2
2.3
COMPENSATION FOR BASIC SERVICES
For the Basic Services described in Paragraphs III 1.0 through 8.1 of Exhibit A-l, a
Lump Sum Fee of Two Hundred Forty-Four Thousand Two Hundred Eighty-Five
Dollars ($244,285.00).
Payments to the Contractor for Basic Services shall be made monthly in proportions
to the services rendered and shall not exceed the following amount per project phase:
Project Phase 1.0 Design Preparation $ 2,505
Project Phase 2.0 . Community Meeting 1 $ 7,805
Project Phase 3.0 Initial Design Concept $ 70,680
Project Phase 4.0 Presentation of Initial Design Concept $ 26,028
Project Phase 5.0 Conceptual Design $ 72,905
Project Phase 6.0 Preparation of Final Concept $ 39,75.0
Project Phase 7,0 Assistance for State Bond Act Application $10,530
Project Phase 8.0 Conceptual Design Report $14,082
Total Basic Compensation $244,285
COMPENSATION FOR ADDITIONAL SERVICES
For Additional Services describedin Paragraphs V 1.0 through 5.0 of Exhibit A-l,
the City shall compensate the Contractor in addition to Compensation for Basic
Service on an hourly basis in proportion to services rendered according to the
following schedule. Hourly rates shall be adjusted annually.
Principal-In-Charge $150.00
Project Manager ..$120.00
Professional I $110.00
Professional II $100.00
Professional III $ 90.00
Technical I $100.00
Technical/1 $ 90.00
Technical III $ 80.00
Technical IV $ 70.00
Project Support $ 65.00
Sub-consultants to the Contractor at a rate of one and three hundredth (1.03) times the
amounts billed to the consultant.
Compensation for Additional Services shall be in accordance with Section 5.1.2 of
Amendment One to the contract.
3.2
COMPENSATION FOR REIMBURSABLE EXPENSES
Reimbursable expenses .are in addition to compensation for Basic and Additional
Services in Exhibit A-1 and include expenses incurred by the Contractor, and sub-
consultants in the interest of the project, as identified in the following clauses.
Reimbursable Expenses related to the Project, whether for in-house, consultant or
client use, are billable at one and five hundredths (1.05) times direct.cost or at the
rates indicated below. Such costs include, but are not necessarily limited to:
[]CAD plotting of Check Sets and Presentation Drawings: $2.00 per square foot.
[]Outside service printing/copying of drawings and documents of any size.
u In-house black and white printing/copying of drawings larger than 1 l"x 17": $.50
per square foot.
[]in-house black and white photo-copying for draft and final reports and
specifications:. $.20 per pagg ..
[]Softvcare purchase and licensure on.behalf of the client.
¯Postage, delivery and messenger service.
[]Photographic and digital imaging, including color and gray scale copies of any
size.
[]Overtime expenses with prior client approval.
¯Architectural renderings and scale models.
¯Travel expenses outside the Bay Area.
[]Sub-consultant costs for photography or special graphics.
[]Presentation boards.
[]Facilitation tools.
[]Workshop accessories.
[]Workshop facilitation materials.
[]Travel expenses
[]In-house productio.n of photography or special graphics.
The following expenses are included in the hourly billing rates and are not billed
separately:
In-house printing/copy.ing of 11" x 17" or smaller for in-house and consultant
use, except as indicated above
Telephone and fax usage
Compensation for Reimbursable Project Expenses for Phase II of the Project
(Conceptual Design Phase) shall not exceed Fourteen Thousand, Two Hundred
Dollars ($14,200) without approval by the City,