HomeMy WebLinkAboutStaff Report 3905
City of Palo Alto (ID # 3905)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/17/2013
City of Palo Alto Page 1
Summary Title: Contract with Marsha Jurasin and Associates for Space
Planning and Furniture for city offices
Title: Approval of a Contract with Marsha Jurasin and Associates for Space
Planning Services and Furniture for the 1st Floor of the Development Center
and the City Manager’s Office at a Cost Not to Exceed $190,000
From: City Manager
Lead Department: City Manager
Recommendation
Staff recommends that the City Council approve a sole source contract with
Marsha Jurasin and Associates for $169,109 and not to exceed $190,000 with
contingency, to redesign portions of office space at 285 Hamilton Avenue
(Development Center) and the staff wing of the City Manager’s Office on the 7th
floor of City Hall.
Background
In 2010, the City Council approved the Development Center Blueprint. As part of
the Blueprint, Council directed staff to improve customer service by implementing
a new staff structure to lead interdepartmental activities. In order to achieve this
goal, staff associated with these specific interdepartmental functions were
relocated to the Development Center. A new space plan was designed and
implemented. This design increased office space capacity and created an open
environment with additional customer service/project review areas. The City also
entered into a lease to utilize vacant office space on the second floor at 285
Hamilton Avenue. Currently, staff from the following departments work at the
Development Center: Utilities, Public Works, Planning & Community Environment,
Fire and Development Services.
City of Palo Alto Page 2
Related Projects
Separately, as part of the FY2014 Capital Improvement Program (PE-12017), the
Council Conference Room, Human Resources Conference Room, City Hall Lobby
area will be redesigned to be more welcoming to the public and provide more
effective public meeting space, with more seating and improved audio –visual
capability. All bill pay and customer services functions will be accommodated on
the first floor to better serve the public. Human Resources, Information
Technology, Utilities, and Purchasing space on the mezzanine and second floor
will need to be reconfigured as a result. City Hall elevator cabs will be upgraded.
These changes will improve capability for display of public art on the first floor.
Signage improvements will also help direct City Hall visitors better to their desired
destinations.
As part of separate contracts funded in the General Fund Operating Budget, the
City Auditor’s Office (FY2013) will be reconfigured as well as space in the Public
Works Department (FY2014) on the 6th Floor of City Hall. These projects are
designed to increase public access, accountability and support staff productivity.
While these projects are not part of this Staff Report and contract, they provide a
context for retrofitting of City Hall space that is taking place for greater public
accessibility and use and staff productivity.
Discussion
As the Blueprint implementation continues, staff and customers are noticing
improvements in efficiency and customer service. In order to continue the
progress, additional staff with technical and administrative skills will be moved to
the Development Center. Specifically these are staff from Public Works - Urban
Forestry, Information Technology - Geographic Information Systems (GIS), Current
Planning, general business analysis, and administrative support. Work stations for
these individuals are needed; therefore one section of the Development Center
first floor will be outfitted with new cubical stations. This section was not
City of Palo Alto Page 3
redesigned as part of the previous project, and when completed will further
maximize floor space for office use.
Additionally, the staff wing of City Manager’s Office will be reconfigured to
include a new enclosed conference room. This room will be installed in front of
the existing conference room, in the existing staff office space area. This will
accelerate the staff need to be repositioned within the open floor area. The
contract includes funding for workstations and seating in the now open office
area which is being redesigned to be more and accommodating for collaboration
and teamwork. Furniture for conference room and meeting space is also included.
The improvements will create more efficient, flexible meeting space.
Marsha Jurasin and Associates was selected under the City Manager’s sole source
authority to complete these projects. They were the principal space planners for
the original Development Center space planning project, as well as for minor
enhancements to the City Manager’s conference room. Combining these two
projects takes advantage of reduced project management and overhead costs.
The amount for these services and products is $169,108.58. The cost for this new
Development Center reconfiguration is $95,284.59 and the cost for the staff wing
of the City Manager’s Office is $73,823.99. Staff is requesting Council to authorize
the contract with Marsha Jurasin and Associates not to exceed $190,000. This
includes contingency of approximately $20,000 to address potential ergonomic
enhancements for up to fourteen staff positions, and potential upgrades to
photocopy/scanning areas as well as minor furniture additions.
Timeline
With City Council approval, the furniture will be ordered and installation dates will
be established. Forecasted installation dates are August to September 2013.
Resource Impact
Funding for this project will come out of the approved FY 2013 budget. The cost
will be divided accordingly between the City Manager’s Office and the
Development Services Department. Permit fees will also recover the costs for the
Development Center portion.
City of Palo Alto Page 4
Policy Implications
The project is in conformance with current Council policies of the Development
Center Blueprint, encouraging public participation, open government, innovation
and transparency.
Attachments:
Attachment A: Contract with Marsha Jurasin & Associates (PDF)
Attachment B: City Manager's Office Space Design (PDF)
Attachment C: Development Center Space Design (PDF)
CITY OF PALO ALTO CONTRACT NO. C13150638
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND
MARSHA JURASIN & ASSOCIATES FOR PROFESSIONAL SERVICES
This Agreement is entered into on this day of June, 2013, ("Agreement") by and between
the CITY OF PALO ALTO, a California chartered municipal corporation ("CITY"), and MARSHA
JURASIN & ASSOCIATES, a SOLE PROPRIETOR, located at 405 Primrose Road, Suite 209,
Burlingame, California, 94010, Telephone (650) 548-1527 ("CONSULTANT").
RECITALS
The following recitals are a substantive portion of this Agreement.
A. CITY intends to physically reconfigure 285 Hamilton Avenue, Development Center and 250
Hamilton Avenue, i h floor, internal workspaces for better functionality ("Project") and desires to
engage a consultant to provide services and materials 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 in
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.
SECTION 2. TERM.
The term of this Agreement shall be from the date of its full execution through completion of the
services in accordance with the Schedule of Performance attached as Exhibit "B" 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 ofthis
Agreement and in accordance with the schedule set forth in Exhibit "B", attached to and made a part
ofthisAgreement. 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.
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SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services described in Exhibit "A", including both payment
for professional services and reimbursable expenses, shall not exceed One Hundred Sixty Nine
Thousand One Hundred Nine Dollars ($169,109.00). The applicable rates and schedule of payment
are set out in Exhibit "C-1", entitled "HOURLY RATE SCHEDULE," which is attached to and
made a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions of
Exhibit "C". CONSULTANT shall not receive any compensation for Additional Services performed
without the prior written authorization of CITY. Additional Services shall mean any work that is
determined by CITY to be necessary for the proper completion of the .Project, but which is not
included within the Scope of Services described in Exhibit "A".
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 subconsuhants, 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.
SECTION7. 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. CONSULT ANT shall correct, at no cost to CITY, any and
all errors, omissions, or ambiguities in the work product submitted to CITY, provided CITY gives
notice to CONSULTANT. If CONSULTANT has prepared plans and specifications or other design
documents to construct the Project,CONSULTANT shall be obligated to correct any and all errors,
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omissions or ambiguities discovered prior to and during the course of construction of the Project.
This obligation shall survive termination of the Agreement.
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 the CITY's stated construction budget, CONSULTANT shall make recommendations to the 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 the 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.
CONSULT ANT 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
sub consultant. CONSULTANT shall change or add sub consultants only with the prior approval of
the city manager or his designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Marsha Jurasin as
the Project Manager 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 subj ect to the prior written approval of the CITY's proj ect
manager. CONSULT ANT, 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 ortimely completion of the Project or a threat to the safety of persons or property.
The City's project manager is, Khashayar Alaee, Human Resources Department, HRD Recruitment
& Development Division, 250 Hamilton Avenue, Palo Alto, CA94303, Telephone (650) 329-2230.
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The project manager will be CONSULTANT's point of contact with respect to performance,
progress and execution of the Services. The CITY may designate an alternate project manager from
time to time.
SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work products, 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 ~he expiration or earlier termination of this Agreement.
SECTION 16. INDEMNITY.
O[Option A applies to the following design professionals pursuant to Civil Code Section
2782.8: architects; iandscape 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 the CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
IZI[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 bylaw, 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.
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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 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 ofthe 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 Purchasing Manager 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
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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 eventofa
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 A. 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 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 ofhislher 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
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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 sub consultants, 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 detennines 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 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 the 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 ofthe 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:
• All printed materials provided by Consultant 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 of30% or greater post-consumer content paper, unless otherwise approved
by the City's Project Manager. Any submitted materials printed by a professional
printing company shall be a minimum of30% or greater post-consumer material and
printed with vegetable based inks.
• Goods purchased by Consultant on behalf of the City shall be purchased in
accordance with the 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 Office.
• Reusable/returnable pallets shall be taken back by the Consultant, at no additional
cost to the City, for reuse or recycling. Consultant shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
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SECTION 24. NON-APPROPRIATION
24.1. This Agreement is subject to the fiscal provisions of the Charter ofthe 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. .
SECTION 25. MISCELLANEOUS PROVISIONS.
25.1. This Agreement will be governed by the laws of the State of California.
25.2. 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.
25.3. 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.
25.4. 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.
25.5. 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.
25.6. 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.
25.7. 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
du1y executed amendment hereto are by such reference incorporated in this Agreement and will be
deemed to be a part of this Agreement.
25.8 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
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ofthe Personal Information. CONSULTANT shall not use Personal Information for direct marketing
purposes without City's express written consent.
25.9 All unchecked boxes do not apply to this agreement.
25.10 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.
25.11 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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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 MARSHA JURASIN & ASSOCIATES
BY:~~
Name: It1f1-tL>~/~ .
City Manager
Title: ~
APPROVED AS TO FORM:
Senior Asst. City Attorney
Attachments:
EXHIBIT "A":
EXHIBIT "B":
EXHIBIT "C":
EXHIBIT "C-I":
EXHIBIT "D":
SCOPE OF WORK
SCHEDULE OF PERFORMANCE
COMPENSATION
SCHEDULE OF RATES
INSURANCE REQUIREMENTS
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EXHIBIT" A"
SCOPE OF SERVICES
Space planning and project management services for Development Center's (DC)
And 250 Hamilton Ave., 7th Floor, Palo Alto, CA 94301. (7TH Floor)
PHASE 1: PLANNING FOR DC CENTER & 7TH FLOOR
1. Establish goals and project schedule.
2. Help establish a budget.
3. Review organizational charts and workflow.
4. Address special concerns related to support areas, employee break rooms, file and
storage areas, computer facilities, conference room, etc.
5. Evaluate type, style and size of work area for each employee based on their job
function.
PHASE 2: CONCEPT DEVELOPMENT FOR DC CENTER & 7TH FLOOR
1. A plan to scale is desirable. If not available we will provide onsite measurements.
2. Collaborate with Department Head to plan where workspaces will be shared or
need reconfiguring.
3. Develop block layout and detailed space plan for all areas showing all walls,
doors, circulation, furniture and equip~ent. .
4. Provide options for space planning and furniture layout.
PHASE 3: DESIGN DEVELOPMENT FOR DC CENTER & 7TH FLOOR
1. Inventory existing furniture and equipment, if needed.
2. Provide on-site measurements.
3. Review equipment and furniture inventory for incorporation into space plan, as
needed.
4. Prepare detailed layout of systems and freestanding furniture indicating all
dimensions and details required· for installation and specification. .
5. Present ideas for client review and approval.
6. Upon approval of space plan, make furniture and equipment selections required to
complete the plan.
7. Provide specification packages of various Mfg. that are approved by City of Palo
Alto.
8. Evaluate all furniture submittals for accuracy. Including all parts and pieces
required to implement the approved design for City of Palo Alto.
9. Present selections for client approval. At client request, visit showrooms or
manufacturer sites to review furniture under consideration.
10. Prepare written specifications for all items approved for purchase.
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11. Coordinate all upholstery and furniture finishes with overall design concept and
architectural finishes.
12. Prepare plans for the movement of existing furniture to new site, if necessary.
13. Provide installation drawings.
PHASE 4: PROJECT MANAGEMENT FOR DC CENTER & 7TH FLOOR
1. Schedule, plan and coordinate the movement of existing and new furniture and
equipment according to plan.
2. Schedule and meet with Palo Alto (designated person! persons), IT person,
electricians, painters, carpet installers, movers & furniture installers to coordinate
and plan logistics for the each of the 3 moves within this project.
3. Provide Palo Alto with schedule for each department.
4. Check acknowledgements of new purchases for accuracy.
5. Assist in processes to complete installation.
6. Provide punch list with Palo Alto and all companies involved with this project.
Development Center Services and Materials:
QTV ITEM #
9 ALTMAAIP/CINHR
LSINFRlGRPP2/
UNSPUN/AMBL
5 BLCS42IUNIPMI
CRlVTRIKA
9 BLCS48IUNIPMI
CRlVTRlKA
5 BLCS60lUNIPMI
CRlVTRlKA
14 BTLT5.36
5 BTLT5.48
DESCRIPTION I
Ki Unit
Altus Mesh Chair with adjustable arms.
Mesh Back-Black
Seat: Unspun -color; Carbon
Lumbar support
Unite Balance Overhead wt/ translucent door.
Finish: Champagne Metallic
42"w
Unite Balance Overhead wt/ translucent door.
Finish: Champagne Metallic
48"w
Unite Balance Overhead wt/ translucent door.
Finish: Champagne Metallic
60"w
Balance task light for 42w, 48w overhead
Balance task light for 54w, 60w overhead
12
UNIT EXTEND
534
428
444
494
48
50
Professional Services
Rev Nov. 1,2011
4,806
2,140
3,996
2,470
672
250
2 S7L/303603D/CLSCI
CMlCBS/KA
6 S7L/423603D/CLSCI
CMlCBSIKA
QTY ITEM #
66 S7L/334FBK
9 S7P/1530FFF
9 S7P1530IMPBF
9 PDCU/20
1 U2W901 W3264
6 U2W9064
6 U3W901 W3264
7 U2W9064
27 UCANST.L
23 UCANTST.R
1 EUOR32
\
17 EUOR64
22 UET6PLNL
18 UET6PJNT
2 UET6RBFU
2 UET6RRC.2
3 drawer high Lateral file.
30w x 18d x 39.25h
Champagne Metallic -Classic Pull -Locks
3 drawer high Lateral file.
42w x 18d x 39.25h
Champagne Metallic -Classic Pull -Locks
DESCRIPTION I
Subtotal
Front to back file rails
Free standing file/file pedestal
Mobile PencillBoxi File Pedestal
Cushioned seat for mobile ped. Unspunl
Carbon
2 way 90 Deg. L corner 32 -64H
2 way 90 Deg. L corner 64H
3 way-90 deg. T corner, Trim 1 side 32-64
3 way 90 deg. T cornel', 64h
Standard cantilever bracket, left
Standard cantilever bracket,right
End of run condition, 32h
End of run condition, 64h
Inline panel jumper, 6 circuit, 12 "I
Intersection panel jumper, 6 circt, 16"
Base Feed Infeed wi Bazel, standard base 6
circuit
Duplex 6 eire. #2
13
539 1,078
662 3,972
UNIT EXTEND
/
19,384
8
354
377
95
94
71
96
71
12
12
21
30
21
24
67
12
Professional Services
Rev Nov. 1,2011
19,384
528
3,186
3,393
855
94
426
576
497
324
276
21
510
462
432
134
24
6 UET6RRC.3
5. UET6RRC.4
1 UET6RRC.61
2 UET6WW.24
14 UET6WW.30
2 UET6WW.36
QTY ITEM #
5 UET6WW.42
9 UET6WW.48
9 UET6WW.60
8 UMFR2464/F/CMI
GRPVIIBRPVlI
DP
9 UMFR3032/F/CMI
GRPVIIBRPVlI
DP
14 UMFR3064/F/CMI
GRPVlIBRPVl1
DP
2 UMFR3632/F/CMI
GRPVIIBRPVlI
DP
5 UMFR4264/F/CMI
Duplex 6 circ; #3
Duplex 6 eirc. #4
Duplex 6 eirc. #6
Rigid Wireway, 24w panel
Rigid Wireway, 30w panel
Ri!!id Wireway, 36w panel
DESCRIPTION I
Subtotal
Rigid Wireway, 42w panel
Rigid Wireway, 48w panel
Rigid Wireway, 60w panel
Mono Fabric Panel, Standard Raceway
24wx64h
Champagne metallic finish
Horizon Line Fabric
Mono Fabric Panel, Standard Raceway
30w x32h
Champagne metallic finish
Horizon Line Fabric
Mono Fabric Panel, Standard Raceway
30wx64h
Champagne metallic finish
Horizon Line Fabric
Mono Fabric Panel, Standard Raceway
36w x32h
Champagne metallic finish
Horizon Line Fabric
Mono Fabric Panel, Standard Raceway
14
12 72
12 60
12 12
42 84
44 616
45 90
UNIT EXTEND
32,056
47
49
52
186
157
217
171
260
Professional Services
Rev Nov. 1,2011
32,056
235
441
468
1,488
1,413
3,038
342
1,300
GRPV1IBRPVlI
DP
1 UMFR4232/F/CMI
GRPV1IBRPVlI
DP
9 UMFR4864/F/CMI
GRPV1IBRPVlI
DP
4 UMFR6032/F/CMI
GRPV1IBRPVlI
DP
QTY ITEM #
6 UMFR6064/F/CMI
GRPVlIBRPV11
DP
14 USPLPL
5 UWR3042-
KN/EFWI
RlCMlLFW
1 UWR3048-
KNIEFWI
C/CMlLFW
2 UWR3054-
KNIEFWI
C/CMlLFW
42 w x64h
Champagne metallic finish
HoriZon Line Fabric
Mono Fabric Panel, Standard Raceway
42 w x32h
Champagne metallic finish
Horizon Line Fabric
Mono Fabric Panel, Standard Raceway
48w x64h
Champagne metallic finish
Horizon Line Fabric
Mono Fabric Panel, Standard Raceway
60wx32h
Champagne metallic finish
Horizon Line Fabric
DESCRIPTION I
Subtotal
Mono Fabric Panel, Standard Raceway
60wx64h
Champagne metallic finish
Horizon Line Fabric
Splice Plates
Worksurface, 30d x 42w Frosty White
wI Knife pvc edge.
Grommet right
Worksurface, 30d x 48w Frosty White
wI Knife pvc edge.
Grommet center
Worksurface, 30d x 54w Frosty White
wI Knife pvc edge.
Grommet center
15
192 192
280 2,520
238 952
UNIT EXTEND
44,445
342
3
147
160
165
Professional Services
Rev Nov. 1,2011
44,445
2,052
42
735
160
330
4 UWR3060-
KNIEFWI Worksurface, 30d x 60w Frosty White
C/CMlLFW wi Knife pvc edge.
Grommet center
5 UWR3060-
KNIEFWI Worksurface, 30d x 60w Frosty White
RlCMlLFW wi Knife pvc edge.
Grommet right
2 UWR3066-
KNIEFWI Worksurface, 30d x 66w Frosty White
C/CMlLFW wi Knife pvc edge.
Grommet center
2 UWR3096-
KNIEFWI Worksurface, 30d x 96w Frosty White
CRlCMlLFW wi Knife pvc edge.
Grommet center I right
2 UWR3096-
KNIEFWI Worksurface, 30d x 96w Frosty White
LC/CMlLFW wi Knife pvc edge.
Grommet left I Center
8 UWSES.L Worksurface Edge Support wI! lock, left
3 UWSES.R Worksurface Edge Support wI! lock, right
9 332204830MOD Cabinet to hold plans I laminate 20d x 48w x 30
Action Laminate, self ed~e
QTY ITEM # DESCRIPTION I
Subtotal
LIST Need from original
4 BLCS30lUNILBI Wall Mt. Unite Balance Overhead
CRlUTRIKA wtl translucent door.
Finish: Champagne Metallic
30"w
9 BOAIUN/LB Load board brackets
16
171 684
171 855
178 356
222 444
222 444
12 96
12 36
567 ·5,103
UNIT EXTEND
55,782
442
81
Professional Services
Rev Nov. 1,2011
55,782
1,768
729
4 SWLB.30
5 BLCS33IUN/LB/
CRlVTRIKA
5 SWLB.36
1 URSR36IUNILB
2 46.2103
1 SWLB36
1 URSR42IUNILB
1 SWLB42
29 S13540086
1 S13540086
10 TLT5.24
116 NSD
17 BTLT5.24
16 S7PIPENTRA Y
1 ATS33066FHCIMB
3CW/
QTY ITEM #
1 BLCS48IUNIPMI
CRlVTRIKA
Wall Mt. Load Bar, 30w
Wall Mt. Unite Balance Overhead
wt/ translncent door.
Finish: Champagne Metallic
36"w
Wall Mt. Load Bar, 36w
Wall Mt. Shelf, 36w
Load Bar Brackets for shelfs
Load Bar for 36'w Shelf
Wall Mt. Shelf, 42w
Load Bar for 42'w Shelf
Coat hooks
One time program fee
Task lights for shelfs-30/36w shelves
Shelf dividers for shelves
Balance task light for 30w, 36w overhead
Pencil'trays
All Trrain Screens, Freestanding
Champagne Metallic Finish
Fabric: Horizon Line
30w x 64H, 3 base/2 locking casters
Cube #5
DESCRIPTION I
Subtotal page 5
Unite Balance Overhead wt/ translucent door.
Finish: Champagne Metallic
48"w CUBE 6
17
51 204
467 2,335
52 260
127 127
50 100
52 52
131 131
57 57
6 174
44 44
33 330
11 1,276
44 748
4 64
382 382
UNIT EXTEND
64,563
200
Professional Services
Rev Nov. 1,2011
64,563
200
9 KOMG.20.M
5 TB-WM-2466
4 28.061
1 86-3096-3
1 80-2451-3
1 86-3072-3
2 91-1555-2
2 TBWM2455
2 BL
1 S7Pf1524MPBF
KA
1 S7Pf1524MFF
KA
1 KOMG.20.M
QTY ITEM #
1 Labor
Keyboard with mouse tray
Action Laminates
Wall Mt. tack
boards 66w x22h
Pallas, Horizon Line for tack boards
Sidemark: Rosemary Morse
Desk shell, 30d x 96w
Grommet center fright rear
5" modesty panel
Bridge 24d x 51w
Grommet center rear.
5" modesty
Credenza Shell, 30d x 72w
Grommet left rear
5" modesty
Wall mt. overhead storage wf hinged doors
55w x 15d x 18g
Wall mt. tackboard, 55w x 24h
Fabric: TBD
Brightlight task lights
Mobile Pencil! BoxIFile Pedestal
Mobile Filef File Pedestal
Articulating keyboard
DESCRIPTION I
Subtotal
lst. Floor
Dismantle and remove
18
209 1,881
145 725
28 112
551 551
241 241
458 458
413 826
121 242
109 218
355 355
329 329
209 209
UNIT EXTEND
70,910
3,059
Professional Services
Rev Nov. 1,2011
70,910
3,059
1 Install
1 Install
1 Labor
1 Install
1 Will Call -Freight
1 Space planning
6 cubes
6 task chairs
16 lateral files and tops
Overtime hours
Deliver and Install KI Product
9 cubes
9 task chairs
9 rolling carts
8 lateral files wI tops
Overtime hours
Deliver and install
Additional KI product added as shown above
Overtime hours
Desk, return and other items from Rosemary'
desk. Overtime hours
Delivery and install new product for
Rosemary
Freight and will call charges
Includes field measure & programing
1 Project Management Project management
19
7,518 7,518
3,124 3,124
235 235
729 729
110 110
1,200 1,200
1,200 1,200
SUBTOTAL $88,085.00
NONTAXABLE $5,804.00
TAXABLE $82,281.00
TAX $7,199.59
TOTAL $95,284.59
Professional Services
Rev Nov. 1,2011
7th Floor 250 Hamilton Ave. Services and Materials:
QTY ITEM # DESCRIPTION I
KI wi cust. Paint to match AIS
1 UWR3036-KN Special Size, 36W x 60D, wlKnife Edge, Peninsula
, Special Surface, with Wireworks Post Leg & Center Grommet
1 Program fee for
Lot special paint P592
2 S24F-74P Synthesis Fixed Leg, Rect. T Base, Lam Top,
74P Edge, 24 x 48", Under Table Wire Mgmt & Leg
Wireways, Rolling Base
5 S7L/1524WFF 700 Series Support File File Pedestal
CLSC Classic Pull! lock
5 S7L/1524MPBF 700 Series Mobil Pencil drawerlBox Drawer
CLSC File Drawer, Classic Pull! lokc
5 PDCU/20 700 Series Cushion for Mobile Pedestal
P2 grade fabric.
2 S7L/42484D 700 Series Lateral File, 4 drawers high
CLSC 42" wide, Classic pull, lock.
2 Counter balance Counter Balance
12 S7L/334FBK Front to back file rails
, o
1 S7L/42240HD Storage Unit wi adjustable shelf
CLSC 42w x 18d x 27h
Classic Pull I lock
4 U2W9032 Unite 2 Way 90 Deg "L" Corner, 32"H
Continue to page 2
QTY ITEM # DESCRIPTION I
Subtotal
1 Unite 3-Way 90 Deg "T" Corner, Trim 1 Side, 48-
U3W901W4864 64"H
20
UNIT EXTEND
306 306
194 194
399 798
332 1,660
374 1,870
100 500
821 1,642
53 106
7 84
405 405
53 212
UNIT EXTEND
7,777 7,777
107 107
Professional Services
Rev Nov. 1, 2011
12 UCANTST.L
8 UCANTST.R
2 UEOR32
2 UEOR48
13 UET6PJINL
4 UET6PJINT
1 UET6PP.30
2 UET6PP.36
2 UET6RBFU
4 UET6RRC.1
4 UET6RRC.3
4 UET6RRC.41
5 UET6WW.30
7 UET6WW.36
2 UET6WW.42
QTY ITEM #
"
2 UMFR2432
Unite Standard Cantilever Bracket, Left
Unite Standard Cantilever Bracket, Right
Unite End-Of-Run Condition, 32"H
Unite End-Of-Run Condition, 48"H
Unite Inline Panel Jumper, 6 Circuit, 12"L
Unite Intersection Panel Jumper, 6 circuit, 16"L
Unite Power Pass Through, 10-Wire System,
Circuit, 30"W
Unite Power Pass Through, 10-Wire System
36"W Panel
Unite Baselnfeed wlBezel, Standard Base, 6 Circuit
Unite 15 Amp Duplex Receptacle wlBezel,
6 Circuit, Circuit 1
Unite 15 Amp Duplx Receptacle wlBezel, Raceway,
6 Circuit, Cir 3
Unite 15 Amp Duplx Receptacle wlBezel, Raceway,
6 Circuit, Cir 4
Unite Rigid Wireway, 10-Wire System, 6 Circuit,
30"W Panel
Unit Rigid Wireway, 10-Wire System, 6 Circuit,
36"W Panel
I
Unite Rigid Wireway, 10-Wire System, 6 Circuit
42"W Panel
DESCRIPTION I
Subtotal
Unite Mono Fabric Panel, Standard Base Raceway,
21
12 144
12 96
23 46
26 52
21 273
24 96
51 51
51 102
67 134
12 48
12 48
12 48
44 220
45 315
47 94
UNIT EXTEND
9,651
145
Professional Services
Rev Nov. 1,2011
9,651
290
24Wx32"H, Top Cap: Flat Trim (Std.)
Electrical Code: Domestic -with cutouts
COM: See Below
1 UMFR3032 Unite Mono Fabric Panel, Standard Base Raceway 165 165
30Wx32"H, Top Cap: Flat Trim (Std.)
Electrical Code: Domestic -with cutouts
COM: See Below
3 UMFR3032 Unit Mono Fabric Panel, Standard Base Raceway 165 495
30Wx32"H, No Topcap, Electrical Code: Domestic
No Cutouts
COM: See Below
7 UMFR3632 Unit Mono Fabric Panel, Standard Base Raceway 180 1,260
36Wx32"H, No Topcap, Electrical Code: Domestic
No Cutouts
COM: See Below
3 UNGDS30 Unite Glass Divider Screen, 30Wx12"H 129 387
Glass Color: Satin Etch One Side
3 UNGDS36 Unite Glass Divider Screen, 36Wx12"H 143 429
Glass Color: Satin Etch One Side
1 UNGDS72 Unite Glass Divider Screen, 72WxI2"H 251 251
Glass Color: Satin Etch One Side
1 UNWM64 Unite Adjust Wall Mount, 64" 81 81
3 UPSL02429 Unite Support Leg, Panel Mounted, Open, 87 261
24x27-3/4"H, Orientation: Left, Knife Edge
3 UPSL02429 Unite Support Leg, Panel Mounted, Open, 87 261
24x27-3/4"H, Orientation: Right, Knife Edge
3 USGR3064 Unite Seg Fabric w/Glass Top Tile, Rcwy Base, 425 1,275
30Wx64"H, Top Cap: Flat Trim (Std)
Electrical Code: Domestic with Cutouts,
Continue to page 4
Professional Services
Rev Nov. 1,2011
22
QTY ITEM # DESCRIPTION I
Subtotal
Glass Color: Satin Etch One Side
COM: See Below
2 USGR3648 Unite Seg Fabric w/Glass Top Tile, Rcwy Base
36Wx48"H, Top Cap: Flat trim (Std.)
Electrical Code: Domestic, 1 side w/cutouts
Glass Color: Satin Etch One Side
COM: See Below
2 USGR4248 Unite Seg Fabric w/Glass Top Tile, Rcwy Base
42Wx48"H, Top Cap: Flat Trim (Std.),
Electrical Code: Domestic, 1 side w/cutouts
Glass Color: Satin Etch One Side
8 USPLPL Unite Splice Plate, For 24 & 30" Deep Worksurfaces
1 UWEC24366024KN Unite Extended Corner Worksurface, Knife Edge,
24x36x60x24"W, Grommet -Center
1 UWEC24367224KN Unite Extended Corner Worksurface, Knife Edge
24x36x72x24"W, Grommet: Center/right
1 UWEC24603624KN Unite Extended Corner Worksurface, Knife Edge
24x60x36x24"W, Grommet: Center
1 UWEC24723624KN Unite Extended Corner Worksurface, Knife Edge
24x72x36x24"W, Grommet: Left/center
4 UWR2430-KN Unite Rectangular Worksurface, Knife Edge,
24x30"W, Grommet: Center
2 UWR2442-KN Unite Rectangular Worksurface, Knife Edge
24x42"W, Grommet: Center
2 UWSES.L Unite Worksurface Edge Support wlLock, Left
1 LOT Fabric, Mega Nanopoint
KI Lightline
23
UNIT EXTEND
14,806
391
425
3
308
363
308
363
110
139
13
1,605
Professional Services
Rev Nov. 1,2011
14,806
782
850
24
308
363
308
363
440
278
26
1,605
1 LOT 55 Linear Feet of Wall
To make conference room wlframed dual sliding
doors. Full Height.
Locking wi bumper stop, 112" clear tempered glass.
Includes divider space.
QTY ITEM # DESCRIPTION I
Subtotal
HumanScale
5 6G550G25 6G mechanism, 25" wide Platform with
built in mousing area, Gel Palm Support
5 HNBS Horizon LED Desk Lamp, Silver
5 WIlBM World Chair wi Ht. Adj. arms
Mesh Back wi Grade 3 fabric seat.
Mayline
8 TSH1 Conference Room Nesting Chairs
Black
HBF Guest Seating
6 3245-10 Cortona Guest Chairs, Grade J Fabric: TBD
1 4341-21 Cortona Coffee table 26.5 dia x 22.25h
Action Laminates
1 Storage-9636-3 Storage Unit, hinged doors wi satin pulls
3 adjustable shelves
Includes finished top, back and sides.
23d x 96w x 34.75h
1 Storage-13229-3 Credenza Shell with 5" modesty along back
built-in shelf 42w approx. center of unit:TBD
132w x 24d x 29h
1 PEN-7230-3 Peninsula Desk
Bullet shape or Convex shape.
Satin 3" diameter support
72w x 30d x 29h
1 Freight Freight for Panel Fabric
1 Freight FreightHBF
1 Freight Freight KI-Lightline glass office
24
17,376 17,376
UNIT EXTEND
37,529
175
185
548
193
626
492
1,598
872
351
155
499
2,157
Professional Services
Rev Nov. 1,2011
37,529
875
925
2,740
1,544
3,756
492
1,598
872
351
155
499
2,157
1 Labor Break Down and remove existing product
After hours
1 Install . Delivery and Installation Ligbt Line
After hours
1 Install Install all remaining panel system and
Furniture
After hours
1 Space plan Space planning
1 Project
Management Project Management
25
2,222 2,222
7,911 7,911
2,824 2,824
1,000 1,000
1,000 1,000
SUBTOTAL $68,450.00
NONTAXABLE $7,033.00
TAXABLE $61,417.00
TAX $5,373.99
TOTAL $73,823.99 .
Professional Services
Rev Nov. 1,2011
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. CONSULTANT shall provide a
detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the
notice to proceed.
Milestones
1. Development Center
Lead time for product
2. Development Center Installation
3. 7th Floor, 250 Hamilton Ave.
Lead time for product
4. 7th Floor, 250 Hamilton Ave. Installation.,
26
Completion
No. of Days/Weeks
FromNTP
10 Weeks
4 Days
10 Weeks
4 Days
Professional Services
Rev Nov, 1,2011
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-l up to the not to exceed budget amount for each task set forth below.
The compensation to be paid to CONSULTANT under this Agreement for all services and materials
described in Exhibit "A" ("Basic Services") and reimbursable expenses shall not exceed
$169,109.00. CONSULTANT agrees to provide all materials and complete all Basic Services,
including reimbursable expenses, within this amount. In the event CITY authorizes any Additional
Services, the maximum compensation shall not exceed $169,109.00. 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. Material substitutions additions and or
deletions shall be handled in accordance per Additional Services, Materials &: Material Substitutions
as specified in this contract.
CONSULT ANT shall perform the tasks and categories of work as outlined and budgeted
. below. The CITY's Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for Basic
Services, including reimbursable expenses, does not exceed $169,109.00 and the total
compensation for Additional Services does not exceed $169,109.00.
BUDGET SCHEDULE
Task 1
Development Center (DC) Materials
Task 2
DC Labor
Task 3
DC Installation
Task 4
DC Space Planning
TaskS
DC Project Management
Task 6
7th Floor 250 Hamilton Materials
27
NOT TO EXCEED AMOUNT
$70,910.00
$3,294.00
$11,371.00
$1,200.00
$1,200.00
$50,682.00
Professional Services
RevNov.l,2011
Task 7
7th Floor 250 Hamilton Labor
Task 8
7th Floor 250 Hamilton Installation
Task 9
7th Floor 250 Hamilton Space Planning
Task 10
i h Floor 250 Hamilton Project Management
Task 11
Taxes
Task 12
Freight
Sub-total Basic Services
Reimbursable Expenses
$2,222.00
$10,735.00
$1,000.00
$1,000.00
$12,574.00
$2,921.00
$169, 109.00
$0.00
Total Basic Services and Reimbursable expenses . $169,109.00
Additional Services (Not to Exceed) $0.00
Maximum Total Compensation $169,109.00
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word procyssing,
photocopying, in-house printing, insurance 'lnd other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are:
None
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense anticipated to be more than $0.00 shall be approved in advance by the CITY's
project manager.
28
Professional Services
Rev Nov. \,2011
ADDITIONAL SERVICES, MATERIALS & MATERIAL SUBSTITUTIONS
The CONSULTANT shall provide additional services, materials & material substitutions 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, material description and CONSULTANT's
proposed maximum compensation, including reimbursable expense, for such services based
on the rates set forth in Exhibit C-l. The additional materials, material substitutions, services
scope, schedule and maximum compensation shall be negotiated and agreed to in writing by
the CITY's Project Manager and CONSULTANT prior to corhmencement of the services.
Payment for additional services and materials is subject to all requirements and restrictions in
this Agreement
29
Professional Services
Rev Nov. 1,2011
EXHIBIT "C-l"
HOURLY RATE SCHEDULE
Standard InstallationlLabor Rate
Overtime InstallationlLabor Rate
Project Management
Space Planning
$60.50
$90.75
$55.00
$55.00
Pricing for materials as specified in Exhibit" A"
30
Professional Services
Rev Nov. 1,2011
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.
A WARD IS CONTINGENT ON COMPLIANCE WITH CITY'S INSURANCE REQUIREMENTS AS SPECIFIED BELOW' , ,
MINIMUM LIMITS
REQUIRED TYPE OF COVERAGE REQUIREMENT EACH
YES
YES
YES
YES
YES
YES
OCCURRENCE AGGREGATE
WORKER'S COMPENSATION STATUTORY
EMPLOYER'S LIABILITY STATUTORY
BODILY INJURY $1,000,000 $1,000,000
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE $1,000,000 $1,000,000
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL BODILY INJURY & PROPERTY DAMAGE $1,000,000 $1,000,000
LIABILITY COMBINED.
BODILY INJURY $1,000,000 $1,000,000
-EACH PERSON $1,000,000 $1,000,000 -EACH OCCURRENCE $1,000,000 $1,000,000
AUTOMOBILE LIABILITY, INCLUDING
ALL OWNED, HIRED, NON-OWNED PROPERTY DAMAGE $1,000,000 $1,000,000
BODILY INJURY AND PROPERTY $1,000,000 $1,000,000
DAMAGE, COMBINED
PROFESSIONAL LIABILITY, INCLUDING,
ERRORS AND OMISSIONS,
MALPRACTICE (WHEN APPLICABLE),
AND NEGLIGENT PERFORMANCE ALL DAMAGES $1,000,000
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
I 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.
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
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.
31
Professional Services
Rev Nov. 1,2011
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 ISSUING COMPANY 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 ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A TEN (l 0) DAY
WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
32
Professional Services
Rev Nov. 1,2011
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