HomeMy WebLinkAboutStaff Report 7237
City of Palo Alto (ID # 7237)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 10/4/2016
City of Palo Alto Page 1
Summary Title: MSC Design Services
Title: Approve and Authorize the City Manager to Execute a Contract with
Salas O'Brien, in an Amount Not-to-Exceed $217,800 for Design Services for
the Municipal Service Center Mechanical, Electrical, and Lighting
Improvements, and Zero Waste Office Renovation Capital Improvements
Program Project PF-16006
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or his
designee to execute Contract No. C17165053 with Salas O’Brien (Attachment A),
in a not-to-exceed amount of $217,800 for design services for the Municipal
Services Center Mechanical, Electrical, and Lighting Improvements, and Zero
Waste Office Renovation (Capital Improvement Program project PF-16006),
including $198,000 for basic services and $19,800 for additional services.
Background
The Municipal Service Center (MSC) is located at 3201 East Bayshore Road in Palo
Alto and occupied by numerous City departments and workgroups, including
Parks, Facilities, Utilities, Public Services, Operations Traffic, Fleet Services, Animal
Shelter, Repair Shops, and Zero Waste.
The MSC site is on the bay side of East Bayshore Road and consists of three main
buildings, Building A, Building B, and Building C, all of which were constructed in
1966. The buildings are low, one and two story tilt-up concrete structures with
concrete roof framing. Building A is approximately 15,730 square feet, Building B
23,935 square feet, and Building C 32,720 square feet. Seismic bracing was
installed on all three buildings in 1998.
City of Palo Alto Page 2
Discussion
Project Improvements
The mechanical and electrical systems at MSC buildings have reached the end of
their useful life expectancy. Various renovations and the use of many areas in the
facility have changed over the years without adequate upgrades to the existing
systems.
The scope of this project is to: (1) Upgrade the mechanical and electrical systems
and their components servicing all three buildings that have reached the end of
their useful life expectancy and/or efficiency, and address design proficiency,
energy savings, code compliance, and aesthetics; (2) renovate the City’s Zero
Waste group’s offices; and (3) provide structural upgrades associated with the
proposed mechanical system, electrical system, and office renovation.
The project will implement strategies for electrification of mechanical systems in
conjunction with the City’s Sustainability and Climate Action Plan (S/CAP) to
reduce greenhouse gas emissions in support of the City’s climate protection goals.
Consultant Solicitation
A Request for Proposals (RFP 165053) for design services for the Municipal
Services Center Mechanical, Electrical, and Lighting Improvements, and Zero
Waste Office Renovation was sent to prospective consultants and posted online
on July 12, 2016. The scope of work outlined in the RFP included
Task 1: Study existing mechanical, electrical, and lighting systems;
Task 2: Zero Waste office renovation design, construction documents and
bid documents;
Task 3: Schematic design of the mechanical, electrical, and lighting systems;
Task 4: Design development of the mechanical, electrical, and lighting
systems;
Task 5: Construction documents and permit package for the mechanical,
electrical, and lighting systems;
Task 6: Bid documents for the mechanical, electrical, and lighting systems;
and
Task 7: Bid and construction administration assistance for the mechanical,
electrical, and lighting systems.
City of Palo Alto Page 3
Bids were received from two contractors on August 2, 2016.
Summary of Solicitation Process
Proposal Description/Number Design Services for MSC Mechanical,
Electrical, & Lighting Improvements,
and Zero Waste Office Renovation
Number of firms notified via email 417
Total Working Days to Respond to
Proposal
16
Number of Proposals Received 2
Pre-Bid Meeting Yes
Company Name Location (City, State)
Salas O’Brien San Jose, CA
Advance Design Consultants, Inc. San Jose, CA
Range of Proposal Amounts
Submitted
$193,644 to $198,000
An evaluation committee consisting of representatives from Public Works
Engineering Services reviewed the proposals. The committee carefully reviewed
each firm's qualifications and submittal in response to the criteria identified in the
RFP. Salas O’Brien was selected by the evaluation committee based on the depth
and quality of their experience that includes past project experience with the City
and on the MSC, exceptional qualifications of their proposed project design team,
and the strength of their proposed project design approach.
Timeline
The design work is scheduled to be completed in ten months. The MSC buildings
will remain functional during the course of the project. Work will be planned in
close coordination with the personnel who use the MSC buildings and
construction will be sequenced to minimize impact on the occupants.
Resource Impact
Funding for the Municipal Service Center Mechanical, Electrical, and Lighting
Improvements, and Zero Waste Office Renovation is available in Capital
Improvement Program (CIP) project PF-16006.
Policy Implications
City of Palo Alto Page 4
This recommendation does not represent any change to existing City policies.
Environmental Review
This project is expected to be categorically exempt from the provisions of the
California Environmental Quality Act (CEQA) under Section 15301 of the CEQA
Guidelines as repair, maintenance or minor alteration of an existing facility.
Attachments:
Attachment A: C17165053- Salas O'Brien- Final-signed (PDF)
CITY OF PALO ALTO CONTRACT NO. C17165053
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND SALAS O’BRIEN ENGINEERS INC. dba SALAS O’BRIEN FOR PROFESSIONAL SERVICES
This Agreement is entered into on this 4th day of October, 2016, (“Agreement”)
by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and SALAS O’BRIEN ENGINEERS INC. dba SALAS O’BRIEN, a California corporation, located at 305 South 11th Street, San Jose, CA 94112 ("CONSULTANT").
RECITALS
The following recitals are a substantive portion of this Agreement.
A. CITY intends to upgrade and improve the building services at the Municipal Service
Center (MSC) located at 3201 East Bayshore Road, Palo Alto.(“Project”) and desires to engage a
consultant to provide architectural, mechanical, and electrical consultant services, including study, recommendations, cost estimate, and design services to in connection with the Project (“Services”).
B. CONSULTANT has represented that it has the necessary professional expertise,
qualifications, and capability, and all required licenses and/or certifications to provide the Services.
C. CITY in reliance on these representations desires to engage CONSULTANT to provide
the Services as more fully described in Exhibit “A”, attached to and made a part of this
Agreement. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions,
in this Agreement, the parties agree:
AGREEMENT
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described at
Exhibit “A” in accordance with the terms and conditions contained in this Agreement. The
performance of all Services shall be to the reasonable satisfaction of CITY.
Optional On-Call Provision (This provision only applies if checked and only applies to on-call agreements.)
Services will be authorized by CITY, as needed, with a Task Order assigned and approved by
CITY’s Project Manager. Each Task Order shall be in substantially the same form as Exhibit A-
1. Each Task Order shall designate a CITY Project Manager and shall contain a specific scope of
work, a specific schedule of performance and a specific compensation amount. The total price of all Task Orders issued under this Agreement shall not exceed the amount of Compensation set
forth in Section 4 of this Agreement. CONSULTANT shall only be compensated for work
performed under an authorized Task Order and CITY may elect, but is not required, to authorize
work up to the maximum compensation amount set forth in Section 4.
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SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution through October 3, 2019
unless terminated earlier pursuant to Section 19 of this Agreement.
SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term
of this Agreement and in accordance with the schedule set forth in Exhibit “B”, attached to and
made a part of this Agreement. Any Services for which times for performance are not specified
in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall
not preclude recovery of damages for delay if the extension is required due to the fault of
CONSULTANT.
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit “A” (“Basic Services”),
and reimbursable expenses, shall not exceed One Hundred Ninety Eight Thousand Dollars
($198,000). CONSULTANT agrees to complete all Basic Services, including reimbursable
expenses, within this amount. In the event Additional Services are authorized, the total compensation for Basic Services, Additional Services and reimbursable expenses shall not exceed Two Hundred Seventeen Thousand Eight Hundred Dollars ($217,800). The applicable
rates and schedule of payment are set out at Exhibit “C-1”, entitled “HOURLY RATE
SCHEDULE,” which is attached to and made a part of this Agreement. Any work performed or
expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions
of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services
performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”.
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
invoices to the CITY describing the services performed and the applicable charges (including an
identification of personnel who performed the services, hours worked, hourly rates, and reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit “C-
1”). If applicable, the invoice shall also describe the percentage of completion of each task. The
information in CONSULTANT’s payment requests shall be subject to verification by CITY.
CONSULTANT shall send all invoices to the City’s project manager at the address specified in
Section 13 below. The City will generally process and pay invoices within thirty (30) days of receipt.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be
performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT
represents that it possesses the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience
to perform the Services assigned to them. CONSULTANT represents that it, its employees and
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subconsultants, if permitted, have and shall maintain during the term of this Agreement all
licenses, permits, qualifications, insurance and approvals of whatever nature that are legally
required to perform the Services.
All of the services to be furnished by CONSULTANT under this agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of
similar knowledge and skill engaged in related work throughout California under the same or
similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement. CONSULTANT shall procure all permits and licenses,
pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections
such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds ten percent (10%) of CITY’s stated construction budget, CONSULTANT shall make recommendations to CITY for aligning the PROJECT design with the budget, incorporate CITY approved
recommendations, and revise the design to meet the Project budget, at no additional cost to
CITY.
SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in performing the Services under this Agreement CONSULTANT, and any person employed by or
contracted with CONSULTANT to furnish labor and/or materials under this Agreement, shall act
as and be an independent contractor and not an agent or employee of CITY.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not
assign or transfer any interest in this Agreement nor the performance of any of
CONSULTANT’s obligations hereunder without the prior written consent of the city manager.
Consent to one assignment will not be deemed to be consent to any subsequent assignment. Any
assignment made without the approval of the city manager will be void.
SECTION 12. SUBCONTRACTING.
Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the work
to be performed under this Agreement without the prior written authorization of the city manager or designee.
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Option B: Subcontracts Authorized: Notwithstanding Section 11 above, CITY agrees that
subconsultants may be used to complete the Services. The subconsultants authorized by CITY to
perform work on this Project are:
Mesiti-Miller Engineering, Inc. CONSULTANT shall be responsible for directing the work of any subconsultants and for any
compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning
compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a
subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of the city manager or his designee. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Jeffry Gosal,
PE as the Project Manger to have supervisory responsibility for the performance, progress, and
execution of the Services and to represent CONSULTANT during the day-to-day work on the Project. If circumstances cause the substitution of the project director, project coordinator, or any other key personnel for any reason, the appointment of a substitute project director and the
assignment of any key new or replacement personnel will be subject to the prior written approval
of the CITY’s project manager. CONSULTANT, at CITY’s request, shall promptly remove
personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property.
CITY’s project manager is Matt Raschke, Public Works Department, Engineering Division, 250
Hamilton Ave, Palo Alto, CA 94301, Telephone: 650-496-5937. The project manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate project manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including
without limitation, all writings, drawings, plans, reports, specifications, calculations, documents, other materials and copyright interests developed under this Agreement shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT
agrees that all copyrights which arise from creation of the work pursuant to this Agreement shall
be vested in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other
intellectual property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if
any, shall make any of such materials available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no
representation of the suitability of the work product for use in or application to circumstances not
contemplated by the scope of work.
SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time during the term of this Agreement and for three (3) years thereafter, CONSULTANT’s records
pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and
retain such records for at least three (3) years after the expiration or earlier termination of this
Agreement.
SECTION 16. INDEMNITY.
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[Option A applies to the following design professionals pursuant to Civil Code Section 2782.8: architects; landscape architects; registered professional engineers and licensed
professional land surveyors.] 16.1. To the fullest extent permitted by law, CONSULTANT
shall protect, indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any
other loss, including all costs and expenses of whatever nature including attorneys fees, experts
fees, court costs and disbursements (“Claims”) that arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
[Option B applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8.] 16.1. To the fullest extent permitted by law, CONSULTANT shall protect, indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all
demands, claims, or liability of any nature, including death or injury to any person, property
damage or any other loss, including all costs and expenses of whatever nature including
attorneys fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused
in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from Claims arising from the active negligence, sole negligence or willful misconduct of an Indemnified Party.
16.3. The acceptance of CONSULTANT’s services and duties by CITY shall
not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any
covenant, term, condition or provision of this Agreement, or of the provisions of any ordinance
or law, will not be deemed to be a waiver of any other term, covenant, condition, provisions,
ordinance or law, or of any subsequent breach or violation of the same or of any other term, covenant, condition, provision, ordinance or law.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in
Exhibit "D". CONSULTANT and its contractors, if any, shall obtain a policy endorsement
naming CITY as an additional insured under any general liability or automobile policy or
policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
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authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming
CITY as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the
approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is
primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days' prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides
less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the
Purchasing Manager written notice of the cancellation or modification within two (2) business
days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement,
including such damage, injury, or loss arising after the Agreement is terminated or the term has
expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole
or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will immediately discontinue its performance of the Services.
19.2. CONSULTANT may terminate this Agreement or suspend its
performance of the Services by giving thirty (30) days prior written notice thereof to CITY, but
only in the event of a substantial failure of performance by CITY.
19.3. Upon such suspension or termination, CONSULTANT shall deliver to the
City Manager immediately any and all copies of studies, sketches, drawings, computations, and
other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or
given to CONSULTANT or its contractors, if any, in connection with this Agreement. Such materials will become the property of CITY.
19.4. Upon such suspension or termination by CITY, CONSULTANT will be
paid for the Services rendered or materials delivered to CITY in accordance with the scope of
services on or before the effective date (i.e., 10 days after giving notice) of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a
default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that
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portion of CONSULTANT’s services which are of direct and immediate benefit to CITY as such
determination may be made by the City Manager acting in the reasonable exercise of his/her
discretion. The following Sections will survive any expiration or termination of this Agreement:
14, 15, 16, 19.4, 20, and 25. 19.5. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement.
SECTION 20. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk City of Palo Alto Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager To CONSULTANT: Attention of the project director
at the address of CONSULTANT recited above
SECTION 21. CONFLICT OF INTEREST. 21.1. In accepting this Agreement, CONSULTANT covenants that it presently
has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subconsultants, contractors or persons having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California.
21.3. If the Project Manager determines that CONSULTANT is a “Consultant”
as that term is defined by the Regulations of the Fair Political Practices Commission,
CONSULTANT shall be required and agrees to file the appropriate financial disclosure
documents required by the Palo Alto Municipal Code and the Political Reform Act.
SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section
2.30.510, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person because of the race, skin color, gender, age,
religion, disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read
and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to
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Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all
requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department,
incorporated by reference and may be amended from time to time. CONSULTANT shall comply
with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste
Program. Zero Waste best practices include first minimizing and reducing waste; second, reusing waste and third, recycling or composting waste. In particular, CONSULTANT shall comply with the following zero waste requirements:
(a) All printed materials provided by CCONSULTANT to CITY generated from a
personal computer and printer including but not limited to, proposals, quotes,
invoices, reports, and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed
by a professional printing company shall be a minimum of 30% or greater post-
consumer material and printed with vegetable based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and
packaging. A copy of this policy is on file at the Purchasing Division’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.
CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as it may be amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of
work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay
such employees no less than the minimum wage set forth in Palo Alto Municipal Code section
4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In
addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code section 4.62.060.
SECTION 25. NON-APPROPRIATION
25.1. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any
penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the
following fiscal year, or (b) at any time within a fiscal year in the event that funds are only
appropriated for a portion of the fiscal year and funds for this Agreement are no longer available.
This section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement.
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SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS
26.1 This Project is not subject to prevailing wages. CONSULTANT is not required to pay prevailing wages in the performance and implementation of the Project in accordance with SB 7 if the contract is not a public works contract, if the contract does not
include a public works construction project of more than $25,000, or the contract does not
include a public works alteration, demolition, repair, or maintenance (collectively,
‘improvement’) project of more than $15,000. OR
26.1 CONSULTANT is required to pay general prevailing wages as defined in
Subchapter 3, Title 8 of the California Code of Regulations and Section 16000 et seq. and Section 1773.1 of the California Labor Code. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City Council has obtained the general prevailing rate
of per diem wages and the general rate for holiday and overtime work in this locality for each
craft, classification, or type of worker needed to execute the contract for this Project from the
Director of the Department of Industrial Relations (“DIR”). Copies of these rates may be obtained at the Purchasing Division’s office of the City of Palo Alto. CONSULTANT shall provide a copy of prevailing wage rates to any staff or subcontractor hired, and shall pay the
adopted prevailing wage rates as a minimum. CONSULTANT shall comply with the provisions
of all sections, including, but not limited to, Sections 1775, 1776, 1777.5, 1782, 1810, and 1813,
of the Labor Code pertaining to prevailing wages. 26.2 CONSULTANT shall comply with the requirements of Exhibit “E” for any
contract for public works construction, alteration, demolition, repair or maintenance.
SECTION 27. MISCELLANEOUS PROVISIONS.
27.1. This Agreement will be governed by the laws of the State of California.
27.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California.
27.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys' fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
27.4. This document represents the entire and integrated agreement between the
parties and supersedes all prior negotiations, representations, and contracts, either written or oral. This document may be amended only by a written instrument, which is signed by the parties.
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27.5. The covenants, terms, conditions and provisions of this Agreement will
apply to, and will bind, the heirs, successors, executors, administrators, assignees, and
consultants of the parties.
27.6. If a court of competent jurisdiction finds or rules that any provision of this Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and effect.
27.7. All exhibits referred to in this Agreement and any addenda, appendices, attachments, and schedules to this Agreement which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Agreement and
will be deemed to be a part of this Agreement.
27.8 In the event of a conflict between the terms of this Agreement and the exhibits hereto or CONSULTANT’s proposal (if any), the Agreement shall control. In the case of any conflict between the exhibits hereto and CONSULTANT’s proposal, the exhibits shall
control.
27.9 If, pursuant to this contract with CONSULTANT, CITY shares with CONSULTANT personal information as defined in California Civil Code section 1798.81.5(d) about a California resident (“Personal Information”), CONSULTANT shall maintain reasonable
and appropriate security procedures to protect that Personal Information, and shall inform City
immediately upon learning that there has been a breach in the security of the system or in the
security of the Personal Information. CONSULTANT shall not use Personal Information for direct marketing purposes without City’s express written consent.
27.10 All unchecked boxes do not apply to this agreement.
27.11 The individuals executing this Agreement represent and warrant that they
have the legal capacity and authority to do so on behalf of their respective legal entities.
27.12 This Agreement may be signed in multiple counterparts, which shall, when
executed by all the parties, constitute a single binding agreement
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CONTRACT No. C17165053 SIGNATURE PAGE
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO
City Manager (Contract over $85k)
Purchasing Manager (Contract over $25k)
Contracts Administrator (Contract under $25k)
APPROVED AS TO FORM:
City Attorney or designee
(Contract over $25k)
Contracts Administrator (Checklist Approval)
SALAS O’BRIEN ENGINEERS INC. dba SALAS O’BRIEN
Officer 1
By:
Name:
Title:
Officer 2 (Required for Corp. or LLC)
By:
Name:
Title:
Attachments:
EXHIBIT “A”: SCOPE OF SERVICES
EXHIBIT “B”: SCHEDULE OF PERFORMANCE EXHIBIT “C”: COMPENSATION EXHIBIT “C-1”: HOURLY RATE SCHEDULE
EXHIBIT “D”: INSURANCE REQUIREMENTS
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Jeffry Gosal
Principal
Mike Prusty
Secretary
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EXHIBIT “A” SCOPE OF SERVICES
Work Plan
Salas O’Brien (CONSULTANT), scope of services for the Municipal Service Center (MSC) mechanical, electrical, and lighting improvements, and Zero Waste office renovations project
consists of seven (7) Tasks:
1 Task 1: Study of Mechanical, Electrical, and Lighting Systems 2 Task 2: Zero Waste Office Renovation (Schematic through Bid Documents and Bidding
Services)
3 Task 3: Schematic Design – Mechanical, Electrical, and Lighting Systems Upgrades 4 Task 4: Design Development – Mechanical, Electrical, and Lighting Systems Upgrades
5 Task 5: Construction Documents (90% CDs) and Permit Package – Mechanical,
Electrical, and Lighting Systems Upgrades 6 Task 6: Bid Documents (100% CDs) – Mechanical, Electrical, and Lighting Systems
Upgrades
7 Task 7: Bid Support and Construction Phase Services – Mechanical, Electrical, and Lighting Systems Upgrades
The deliverables required by the CONSULTANT varies per task and recommended
improvements to the Mechanical, Electrical, Lighting systems upgrades. The CONSULTANT shall attend at minimum one review meeting with City staff for Tasks 1-6 where the City can provide comments.
Task 1: Study of Mechanical, Electrical, and Lighting Systems
The CONSULTANT understands that the MSC is an occupied facility and will remain so during
the entire design process and through the completion of construction. The CONSULTANT will
be responsible for surveying all the various departments and end-users that will be utilizing the
buildings to effectively address their desired needs and concerns. The study shall identify
strategies and alternatives that will provide maximum benefit to end-users and optimize the functionality and usefulness of the work spaces. The analysis and resulting recommendations
shall take into account feasibility and economics as well as accomplishing with minimum
downtime and minimum disruption to the occupants.
1.1 The CONSULTANT shall work with the City’s Project Manager to develop the survey strategy, identify the existing conditions and needs, and develop recommended
modifications to meet the critical needs.
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1.2 CONSULTANT shall perform a field investigation of the project site and all existing
conditions that may impact the scope of work. Review all available existing plans and
documentation. 1.3 CONSULTANT shall survey the adequacy of the existing mechanical, electrical, and
lighting systems, and adequacy of each system’s structural support, and note/rectify any
deficiencies while evaluating the condition and required upgrades for each of the
systems. 1.4 CONSULTANT shall survey all the various departments and end-users that will be
utilizing the buildings to effectively address their desired needs and concerns.
1.5 The study shall include strategies and alternatives to replace or retrofit the existing systems and shall describe the feasibility of retrofitting the systems while operating the occupied facility. The analysis and resulting recommendations shall take into account
both feasibility and economics.
1.6 CONSULTANT shall explore opportunities to conserve energy through consultations with City’s energy consultant.
1.7 CONSULTANT shall identify implementation methodologies for the renovation to assist
in accommodating existing occupants. Relocation alternatives, rebuilding on a “fast-
track” basis, and other alternatives proposed by CONSULTANT shall be considered during this phase to accomplish the work with the least cost and/or minimum disruption to the occupants.
1.8 CONSULTANT shall prepare a draft Study Report summarizing the findings and
recommendations of the work in Task 1. CONSULTANT shall present the Study Report to the City’s Project Manager and appropriate departmental managers in the affected work areas for review and comment. Once a decision on the approach, alternates, and
recommendations is approved by the City, the work in Task 3 shall commence.
1.9 Meetings: One (1) Review meeting and One (1) Presentation meeting.
1.10 Deliverables: Electronic PDF and Microsoft Word files of the draft Study Report
Task 2: Zero Waste Office Renovation
The City of Palo Alto Zero Waste Group currently occupies different areas in building MSC-C.
The office renovation consolidates the Zero Waste Group to one location within building MSC-
C. The CONSULTANT shall prepare design drawings (schematic through construction
documents), technical specifications, estimated construction costs, project schedule, permit and
bid packages. CONSULTANT shall evaluate all parameters and observations in preparing the design to accomplish the City’s objectives.
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2.1 CONSULTANT shall perform a field investigation of the project site and all existing
conditions that may impact the scope of work. Review all available existing plans and
documentation.
2.2 CONSULTANT shall design improvements to conform to all applicable codes, laws and regulations including the California Building Code, Mechanical, Plumbing, Electrical,
Fire code, California Green Building Code, and ADA standards.
2.3 The CONSULTANT’s service shall include the services of an architect, structural engineer, mechanical engineer, plumbing engineer, electrical engineer, lighting designer, and quality controller.
2.4 CONSULTANT shall provide a proposed schedule for completing the renovations during
time periods of least impact to the functions of the building occupants; along with refining the full scope of the project.
2.5 CONSULTANT shall coordinate and meet with the City and department representatives,
as required.
2.6 Schematic Design Deliverables: CONSULTANT shall provide schematic design drawing package, including demolition drawings, preliminary construction estimate, and project
schedule including time for permits for City review and approval. Preliminary
construction estimate shall be used to aid the City in determining the final scope of work.
Provide electronic PDF files of the deliverables for City review. 2.7 Design Development Deliverables: CONSULTANT shall provide design development
drawing package, including items listed in 2.6, design drawings, specifications, furniture
plan, finish plan, schedules, updated construction estimate, and updated project schedule
including time for permits for City review and approval. Provide electronic PDF files of the deliverables for City review.
2.8 Construction Document Deliverables: CONSULTANT shall provide construction
document drawing package, including items listed in 2.6, 2.7, drawings, details,
schedules, specifications, updated construction estimate, and updated project schedule
including time for permits for City review and approval. Provide electronic PDF files of the deliverables for City review.
2.9 CONSULTANT shall provide a permit package, including calculations, to describe the
project in sufficient detail to obtain permits and to publically bid the Zero Waste Office
Renovation. CONSULTANT shall prepare and incorporate any revisions and responses required by the Building plan check and Fire Department plan check and resubmit the
necessary number of stamped and signed plans.
2.10 CONSULTANT shall provide bidding services. During the bidding phase of the project
the CONSULTANT shall provide assistance to City staff (e.g. pre-bid meeting with prospective bidders, issuance of addenda, responding to requests for information or
clarification, etc.) and shall assist the City with evaluation of the bids.
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2.11 Upon award of a construction contract to a general contractor, the City will negotiate
with the CONSULTANT an appropriate scope of work for construction phase services to
be provided (e.g. assistance with Requests for Information, review of contractor submittals, review of change order requests, periodic site inspections, preparation of record drawings, etc.). Construction phase services will be added to the
CONSULTANT’s contract at the City’s discretion via a contract amendment.
2.12 At project completion, contractor will provide “as-built” information for the CONSULTANT to prepare final record drawings. CONSULTANT shall verify the data provided before preparing the record drawings. Record drawings shall be provided in
AutoCAD 2013, PDF format, as well as one set of reproducible drawings
2.13 Meetings: Three (3) review and coordination meetings.
TASK 3: Schematic Design – Mechanical, Electrical, and Lighting Systems Upgrades
CONSULTANT’S third task shall be to prepare preliminary design drawings, estimated construction costs and project schedule for the City’s review and comment at 100% schematic design as early as possible for presentation to the City. CONSULTANT shall evaluate all
parameters and observations in preparing a schematic design to accomplish the City’s objectives
as outlined Task 1. CONSULTANT shall begin quality control and peer review of the design in
this phase. 3.1 CONSULTANT shall design a modern mechanical and electrical system for energy
efficiency, if feasible, and replace/retrofit outdated equipment such that the building
systems get an extended life of 30 or more years. CONSULTANT shall provide a life-
cycle analysis of new major pieces of equipment and proposed energy efficient equipment. CONSULTANT will recommend equipment changes and options in change-out while accommodating existing occupants.
3.2 The CONSULTANT’s service shall include the services of a structural engineer,
mechanical engineer, plumbing engineer, electrical engineer, lighting designer.
3.3 The CONSULTANT shall include in the design, structural modifications associated with
the mechanical and electrical upgrade and improvements.
3.4 CONSULTANT shall provide a proposed methodology and project schedule for
completing the renovations during time periods of least impact to the functions of the building occupants; along with refining the full scope of the project. The project schedule
shall identify all major tasks, key milestones, submittal dates, review periods for City
review and comment, and permitting.
3.5 CONSULTANT shall design improvements to conform to all applicable codes, laws and regulations including the California Building Code, Mechanical, Plumbing, Electrical,
Fire code, California Green Building Code, and ADA standards.
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3.6 CONSULTANT shall coordinate and meet with project team, as needed, including Public
Works Engineering, Fire, Planning, Building and Utilities Engineering.
3.7 Meetings: One (1) coordination meeting prior to submission and one (1) review meeting with City after submission.
3.8 Deliverables: Schematic Design package, including design drawings, demolition
drawings; Project schedule; Preliminary engineer’s estimate of the construction costs to aid the City in determining the final scope of work; Finalized Study Report (Task 1) incorporating the recommendations and/or modifications and as discussed with the City.
Provide electronic PDF files of the deliverables for City review.
TASK 4: Design Development – Mechanical, Electrical, and Lighting Systems Upgrades
The Design Development phase shall further develop the design components of Task 3 and
incorporate all City provided design review comments. CONSULTANT shall prepare detailed construction documentation, including drawing and details for each discipline, equipment schedules, and technical specifications. CONSULTANT shall provide an updated project
schedule for review, and comment. CONSULTANT shall include quality control systems in this
phase. Quality control will be a third party review of the plans to determine completeness,
constructability, and accuracy. 4.1 CONSULTANT shall prepare Design Development documents based on refinement and
further development of the approved schematic design and City’s review of the
Schematic Design package.
4.2 CONSULTANT shall update the engineer’s estimate of construction costs.
4.3 Drawings shall include site plans and floor plans for all disciplines, preliminary
equipment schedules, and preliminary single line diagrams
4.4 CONSULTANT shall prepare technical specifications, identifying the major materials and systems.
4.5 CONSULTANT shall prepare preliminary Title 24 and energy calculations.
4.6 Deliverables: Design Development drawing package, technical specifications, updated cost estimate, and updated project schedule. Provide electronic PDF files of the
deliverables for City review.
4.7 Meetings: One (1) coordination meeting prior to submission, as needed, and one (1)
review meeting with the City after submission.
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TASK 5: Construction Documents (90%) and Permit Package – Mechanical, Electrical, and Lighting Systems Upgrades
The 90% Construction Documents phase shall include the incorporation of the City’s Design Development review comments and development of the project to permit plan check, and complete back check comments. CONSULTANT shall prepare all construction drawings,
technical specifications, and include all known design components for the project.
CONSULTANT shall provide an engineer’s estimate, and updated project schedule for review,
and comment. CONSULTANT shall include quality control systems in this phase.
5.1 CONSULTANT shall prepare and submit a 90% Construction Document package
updated project schedule to the City at 90% Construction Documents completion for
review and comment. Provide electronic PDF files of the deliverables. Provide both electronic PDF and Microsoft Word files for the specifications.
5.2 CONSULTANT shall provide Permit package, drawings, technical specifications and
documents to be issued for permit. The CONSULTANT shall assist the City in obtaining
all building permits, and other permits as applicable, required for implementation of the work. Five to seven sets of signed and stamped plans are typically required for building permit submittal.
5.3 CONSULTANT shall prepare and incorporate any revisions and responses required by
Building permit plan check and Fire Department plan check and resubmit the necessary number of stamped and signed plan sets.
5.4 CONSULTANT shall provide a construction estimate and a detailed construction
schedule to the City. The construction schedule will include, but not limited to,
equipment lead times for major equipment purchases, any tenant relocations, and temporary equipment and staging as required which minimizes disruptions to building occupants.
5.5 Deliverables: Provide sets and documentation as required from City Building Department
and Fire Department for plan check reviews and plan check resubmittals for permit
approval.
5.6 Following approval for permit, CONSULTANT shall provide permitted construction
drawings and specification for the City’s use.
5.7 Meetings: One (1) coordination meeting prior to submission, as needed.
TASK 6: Bid Documents (100% Construction Documents) – Mechanical, Electrical,
and Lighting Systems Upgrades
The Bid Documents phase shall incorporate all City review comments and plan check comments,
and finalization of all documents to be issued for bid. CONSULTANT shall provide an
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engineer’s construction cost estimate, and construction schedule. CONSULTANT shall include
quality control systems in this phase.
6.1 CONSULTANT shall provide Bid package, drawings, technical specifications and documents to be issued for bid.
6.2 Deliverables: Provide sets and documentation as required for Bid.
TASK 7: Bid Support Services and Construction Phase Services – Mechanical, Electrical, and Lighting Systems Upgrades
During the bidding phase of the project the CONSULTANT shall provide assistance to City staff (e.g. pre-bid meeting with prospective bidders, issuance of addenda, responding to requests for information or clarification, etc.) and shall assist the City with evaluation of the bids.
Upon award of a construction contract to a general contractor, the City will negotiate with the
CONSULTANT an appropriate scope of work for construction phase services to be provided (e.g. assistance with Requests for Information, review of contractor submittals, review of change order requests, periodic site inspections, preparation of record drawings, etc.) including project
closeout. Construction phase services will be added to the CONSULTANT’s contract at the
City’s discretion via a contract amendment.
At project completion, contractor will provide “as-built” information for the CONSULTANT to prepare final record drawings. CONSULTANT shall verify the data provided before preparing
the record drawings. Record drawings shall be provided in AutoCAD 2013, electronic PDF
format, and one set of reproducible drawings.
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EXHIBIT “B” SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the project managers for CONSULTANT and CITY
so long as all work is completed within the term of the Agreement, as set forth in Section 2 of the
Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the
schedule below within 2 weeks of receipt of the notice to proceed.
Upon issuance of Notice to Proceed (NTP), the CONSULTANT shall complete Tasks 1 and 2 within the project schedule below unless otherwise directed by the City.
Upon issuance of Notice to Proceed (NTP), the CONSULTANT shall complete Tasks 3,4,5,6, 7a
and 7b within the project schedule below after completion and approval of Task 1 unless
otherwise directed by the City.
The City may request that certain high-priority components be completed within 60 calendar
days after issuance of the Notice to Proceed.
Milestones Completion
No. of Weeks From NTP
Task 1 – Study of Mech, Elec, Lighting systems 7 weeks
Task 2 – Zero Waste Renovation
Submit Task 2 Schematic Design 12 weeks
Submit Task 2 Design Development 18 weeks
Submit Task 2 Permit Package 24 weeks
Bid Assist Services 30 weeks
Total Task 2 : 30 weeks from NTP
Submit Task 3 – Schematic Design Mech, Elec,
Lighting systems
17 weeks
Submit Task 4 – Design Development Mech,
Elec, Lighting systems
24 weeks
Submit Task 5 – 90% CDs and Permit Package
Mech, Elec, Lighting systems
34 weeks
Submit Task 6 – Bid Package 38 weeks
Task 7a – Bid Support Services 43 weeks
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Task 7b – Construction Phase Services TBD
Total Task 3,4,5,6, & 7a: 43 weeks from NTP
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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 $27,225 Study of Mechanical, Electrical, and Lighting Systems
Task 2 $28,050
Zero Waste Office Renovation
Task 3 $28,050
Schematic Design – Mechanical, Electrical, and Lighting Systems Upgrades Task 4 $31,350
Design Development – Mechanical, Electrical, and Lighting Systems Upgrades
Task 5 $44,550
Construction Documents (90%) and Permit Package – Mechanical, Electrical, and Lighting Systems Upgrades)
Task 6 $33,000
Bid Documents (100% Construction Documents– Mechanical, Electrical, and
Lighting Systems Upgrades)
Task 7 $5,775
a. Bid Support – Mechanical, Electrical, and Lighting Systems Upgrades
b. Construction Phase Services TBD
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Sub-total Basic Services $198,000
Reimbursable Expenses $0
Total Basic Services and Reimbursable expenses $198,000
Additional Services (Not to Exceed) $19,800 Maximum Total Compensation $217,800
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are
included within the scope of payment for services and are not reimbursable expenses. CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost.
Expenses for which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of
travel and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense anticipated to be more than $0 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
Work required because the following conditions are not satisfied or are exceeded shall be
considered as additional services:
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EXHIBIT “C-1” HOURLY RATE SCHEDULE
EFFECTIVE JANUARY 1 THROUGH DECEMBER 31, 2016
Salas O’Brien Labor Category Hourly Rate
Principal $225
Vice President / Director $205
Architect / Professional Engineer / Telecom Engineer $165
Design Engineer / Project Engineer $155
Construction Project Manager $160
Design Manager / Program Manager / Drafting Manager (CADD) $140
Program Specialist / Coordinator / Drafter (CAD) $115
Program / Project Assistant $85
Court Testimony / Deposition $450
Senior Consultant $275
Energy Consultant $190
Instruction / Seminar / Training $195
Mesiti-Miller Engineering, Inc. Labor Category Hourly Rate
Engineer I $105
Engineer II $120
Engineer III (Licensed P.E.) $140
Engineer IV (Licensed P.E.) $160
Engineer V (Licensed P.E.) $180
Principal Engineer $190
Expert Witness Services $325
Administrative Assistant $75
CAD Technician I $80
CAD Technician II $100
Field Technician I $95
Field Technician II $120
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EXHIBIT “D” INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORY STATUTORY
YES
GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY DAMAGE COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED
BODILY INJURY
- EACH PERSON - EACH OCCURRENCE
PROPERTY DAMAGE BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000 $1,000,000
$1,000,000 $1,000,000
$1,000,000
$1,000,000 $1,000,000
$1,000,000 $1,000,000
YES PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE
(WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE
COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE
EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL. II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT
THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL INSUREDS”
A. PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS
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AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL
LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE
CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN
(10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCE AND ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO AT THE FOLLOWING URL:
HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569
OR
HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP
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