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Home My WebLink About2000-02-07 City Council (14)TO: FROM: DATE: City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: PUBLIC WORKS FEBRUARY 7, 2000 CMR: 131:00 SUBJECT:APPROVAL OF AMENDMENT NO. 3 TO CONSULTANT CONTRACT C9106646 WITH GROUP 4 ARCHITECTURE, RESEARCH AND PLANNING, INC. IN THE AMOUNT OF $60,000 FOR PROFESSIONAL CONSULTING SERVICES RELATED TO THE INTERIOR IMPROVEMENTS AND SPACE PLANNING PROJECT RECOMMENDATION Staff recommends that Council approve and authorize the Mayor to execute the attached contract amendment with Group 4 Architecture, Research and Planning, Inc., increasing the contract amount by $60,000, bringing the total contract amount to $235,000. The contract is for professional consulting services related to the Interior Improvements and Space Planning Project. BACKGROUND - As reported to Council in July 1998, (CMR:307:98) a survey of current space conditions of City staff office areas found extremely crowded conditions for several work groups in various locations. In response to this overcrowding, Council approved leasing space at 285 Hamilton Avenue and 1007 Elwell Court, and renovation of space within the Civic Center and Cubberley Community Center to accommodate the relocation of staff (CMR:204:98, CMR:368:98, and CMR: 176:99). On October 30, 1998, the City entered into an agreement with Group 4 Architecture, Research and Planning, Inc., to provide design related Services for the relocation of staff on several floors of the Civic Center, the new Development Center, Cubberley Community Center and Lucie Stem Community Center. The services provided under the contract include programming and space needs analysis, strategic planning, project budgeting and cost estimating, space planning, furniture selection and detailing, design development and construction document preparation, bidding assistance, construction administration, and move coordination. DISCUSSION The contract with Group 4 Architecture, Research and Planning, Inc., initially funded in the amount of $25,000 was intended to start work on the many phases of the ongoing citywide CMR:131:00 Page 1 of 2 space planning project. It was anticipated at the conception of the project that several amendments to the contract would be required for the various phases of work as they developed and as the phased Capital Improvement Program (CIP) ftmding became available. Amendment lincreased the contract to $60,000 for services which included overall long range planning and design and layout of the Development Center. Amendment 2 increased the contract by $115,000 for design and construction administration services for the third and fifth floor renovation project for a total contract amount of $175,000. Amendment 3 will increase the contract by $60,000 for a total contract amount of $235,000. This will allow for continuing study, design, and construction administration work for the next phase of the project which includes the City Attomey’s Office relocation to the 8th floor and reconfiguration of the mezzanine level for Purchasing and Information Technology. The design work for the areas will be accomplished during the remainder of this fiscal year. The construction phase for these areas will be accomplished during fiscal year 2000-01. Funding for future phases is provided in the CIP. RESOURCE IMPACT Funds for this project are available in the Office Space Renovation and ReallocationCapital Improvement Program Project i 0020. POLICY IMPLICATIONS This amendment does not represent any change to existing City policies. ENVIRONMENTAL REVIEW Approval of this contract amendment does not constitute a project under the Califomia Environmental Quality Act (CEQA), therefore, an environmental assessment is not required. ATTACHMENTS Attachment A:Amendment 3 to Contract C9106646 PREPARED BY: DEPARTMENT HEAD: Karen Smith, Manager of Facilities Maimenance and Projects KENT S~F~S of Public Works CITY MANAGER APPROVAL: Manager CMR:131:00 Page 2 of 2 ATTACHMENT A AMENDMENT NO. 3 TO CONTRACT NO C9106646 BETWEEN THE CITY OF PALO ALTO AND ~GROUP 4/ARCHITECTURE, RESEARCH & PLANNING, INC.. This Amendment No.3 to Contract No. C9106646 ("Contract") is entered into on , 2000, by and between the CITY OF PALO ALTO, a chartered city and a municipal corporation of the State of California ("CITY"), and Group 4/Architecture, Research & Planning, Inc., a California Corporation, lo~ated at 301 Linden Ave., So. San Francisco,-CA 94080 ("CONSULTANT"). RECITALS: WHEREAS, the Contract was entered into between the parties for the provision of professional consulting; and services related to space planning study and design. WHEREAS, the parties wish to amend the Contract; NOW,. THEREFORE, in consideration of the covenants, terms, conditions, and provisionof this Amendment, the parties agree: SECTION I. Section 5.1.1 of the Contrac~ is hereby amended to read as follows: "5.1.1 CITY shall pay CONSULTANT for services at the hourly rates provided in Exhibit "B" or a fixed amount for each segment of the project as provided in the Notice to Proceed issues for that Segment. The CITY has appropriated $235,000 for this project. It is not anticipated that CONSULTANT will be able to complete its entire services for this fee. CONSULTANT will not be entitled to be paid or reimbursed for costs and expenses in excess of $235,000 unless an appropriate amendment or addendum to the Contract is approved. Each Notice to Proceed will specify the estimated costs or agreed upon fixed costs to complete that segment of the project. CONSULTANT will not be entitled to be compensated for any 990303 10677-00006 mcr 0282309 0 sums in addition ~to the estimate of fixed-amount specified in the Notice to Proceed unless approved in writing by the Project Manager." SECTION 2. The fo}lowing exhibit to the Contract is hereby amended to read as set forth in the attachments to this Amendment, which are incorporated in full by this reference: Exhibit~’~"B’’ entit;led’ "Rate SchedulE". SECTION 3. Except as herein modified, all other provisions of the Contract, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Amendment on the date first above written. APPROVED AS TO FORM:CITY OF PALO ALTO Senior Asst. City Attorney APPROVED: Director of Public Works Director of Administrative Services Assistant City Manager GROUP 4/ARCHITECTURE, RESEARCH & PLANNING, INC. Name: ~~- ~f~4~ Title: ~r~[~4~ Risk Manager By: Name Title : ~~~ Taxpayer Identification No. (Compliance with Corp. Code § 313 is required if the entity on whose behalf this contract is signed is a corporation. In the alternative, a certified corporate resolution attesting to the signatory authority of the individuals signing in their respective capacities is acceptable.) 990303 10677-000.06 mcr 0282309 0 -- 2 - CERTIFICATE OF ACKNOWLEDGMENT (C. ivil Code § 1189) On O1~~ .~/~ ~;-before’me, the undersigned, a notary public in and for said County, personally appeared personally know to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument, and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and .that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. Signature of 990303 10677-00006 mcr 0282309 0 -- 3 -- COUNTY On OI~~~, befOre~me," the undersigned, a notary public in and for said County, personally appeared personally know to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are Subscribed to the within instrument, and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their Signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. ~Signature of Notary Publi ~ ~/Carom. r::~ai~ Nay IZ ~ 990303 10677-00006 mcr 0282309 Exhibit "A": Scope of Project and Time Schedule City of Palo Alto: Interior Improvements and Space Planning Project Scope of Project Consultant shall provide design services for space planning and interior renovations at various City owned or leased facilities. This may include areas in the Civic Center, Cubberley Community Center, and Lueie Stem Community Center...The project shall be accomplished in phases over a period of 24 months. Each phase or area involved shall include programming and space needs analysis, strategic planning, project budgeting and cost estimating, space planning, furniture selection and detailing, selection of colors and finishes, design development and construction document preparation, bid phase assistance, construction administration, move coordination and oversight of furniture installation. In accordance with prevailing professional practices and standards of professional care, the Consultant shall design spaces suitable for occupancy and in compliance with all building codes and regulations. As required for the full performance of these services, the Consultant shall use the services of sub-consultants as needed and approved by the City who shall follow the same standards of care. All work covered under this agreement as basic services shall be accomplished according to phase schedules agreed upon betv~.een the City and Consultant. The basic services shall be agreed upon between Consultant and City upon notice to proceed and may include work on the three phases of the project listed below and/or additional phases which may develop otit of programming and space needs analysis. The work shall be accomplished as directed by the City’s Project Manager and shall not necessarily be completed in the order listed. Phase I Scope: Consultant shall provide programming and space needs analysis for various groups currently located in the Civic Center Building to determine the appropriate locations for these work groups. This shall include, but not be limited to, the following areas or work groups: Utilities (Mezzanine and 8), Attorneys (7), Clerk (7), PWEngineering (6), Fire (6), Planning (5 and 6), and Administrative Services (A, 1, 2 and 4). Upon completion of the planning phase, consultant shall provide design services, construction documents; and construction administration services for each area selected for renovation or recortfiguration. Consultant shall assist City to develop a phasing plan to accomplish all segments of this phase of the project with minimum disturbance to the public and staff. Phase II Scope: Consultant shall provide programming and space needs analysis for the Planning Department and various other individuals who will comprise either the "mini" or "maxi" one- stop permit center. Consultant shall assist the City’s Real Estate Division in selection of an appropriate lease space for this group. Consultant and sub-consultants shall provide design services as required for relocation of these work groups to leased space or within the Civic Center building. Phase IU Scope: Consultant shall provide services to determine appropriate locations for Community Services staff currently located at the Lucie Stern Community Center and Cubberley T-wing. Consultant and sub-consultants shall provide design services and construction documents for each area selected for renovation or reconfiguration. For all phases of work. the consultant ~h~ll provide the following: Visit and become generally familiar with the sites and required items in the construction scope of work. The Consultant will rely on available construction drawings and will measure and document the location of the existing interior walls, which are not indicated on the City’s construction drawings. The field observation will not include the removal of finish materials or other forms of destructive testing. The City acknowledges that the Consultant’s work is limited and that there may be conditions which are not discovered until construction is underway. Wherever possible, Consultant shall indicate items recommended for testing or inspection to be accomplished by the City prior to completion of the design phase. Attend meetings with City staff to develop and provide the desired scope of services. Prepare preliminary and final cost estimates for each project phase including all costs associated with that phase (construction, furniture, moving expense, etc.). Review building systems at each site to assure compliance with occupancy, requirements. Provide design services for required modifications. Provide a time line for each phase of the project. Prepare a construction plan to minimize disturbance to normal City business. Assist City staff to obtain building permits by furnishing all necessary drawings and calculations and working with the Planning Department/Building Inspection Division as required. Consultant shall prepare from approved schematic designs, construction documents consisting of drawings and other data to fix and describe the size and character of the entire project, including materials and such other essentials as may be appropriate. In particular, Consultant shall develop final detailed Drawings and Project Specifications. The Contract Construction Specifications Institute - Part III format for section numbering and organization shall be followed. The Contract Specifications shall consist of Bidding and Contract Requirements (Division 0), General Requirements (Division 1), and Technical Specifications (Divisions 2-16). Consultant shall prepare all required sections of the Contract Specifications. If requested, Consultant at no extra cost to the City, unless additional design work is required, shall prepare in the contract documents alternative bid items, in addition to base bid items. City shall fttmish its standard boiler plate documents to be included in project documents. Drawings shall be reproducible 24" x 36", using 1/4" scale. Bid Period Attend a pre-bid conference for interested contractor personnel. Assist staff at and after the pre-bid conference in responding to questions fi:om prospective bidders during the bidding stage, and preparing any necessary addendums. Construction Administration .The construction stage for each project phase will ommence with the award of a construction contract and will terminate upon the filing and recordation of file notice of completion. Attend pre-construetion meeting and answer questions regarding the plans and specifications prepared by the consultant and sub-cbnsultants. Consultant shall visit the site at intervals appropriate to the stage of construction or as otherwise agreed by the City and Consultant in writing to become generally familiar with the progress and quality of the Work completed and to determine in general if the Work is being performed in a manner indicating that the Work when completed will be in accordance with the Contract Documents. On the basis of on-site observations as an architect, the Consultant shallkeep the City informed of the progress and quality of the Work and shall endeavor to guard the City against defects and deficiencies in the Work. ¯ Consultant shall not have control over or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions .and programs in cormeetion with the Work, since these are solely the Contractors’ responsibility under the Contract for Construction. The Consultant shall not be responsible for the Contractors’. schedules or failure to carry out the Work in accordance with the Contract Documents. The Consultant shall not have control over or charge of acts or omissions of the Contractor, Subcontractors, or their agents or employees, or of any other persons performing portions of the Work. Review and take appropriate action on shop drawings, samples, and other submissions of the contractor for conformance with the design concept of the project and for compliance with the construction contract documents. Consultant shall prepare supplementary sketches required in order to clarify or supplement the original contract documents during the construction stage of work. Consultant shall assist City in preparing contract field orders, extra work authorizations, change orders, issue proposal requests, respond to requests for information and monitor claims and legal notices. Consultant shall provide move coordination and shall provide other professional services for. furniture configurations or reconfigurations. Time Schedule Consultant agrees to perform phased services within a 24 month time flame. If the Consultant services related to space planning as requested by the City have not been completed within the twenty-four month period, at the City’s direction a contract amendment may be prepared to extend the duration of the contract. Consultant’s services shall be performed as expeditiously as is eonsistent~with professional skill and care and the orderly progress of the Work. The Consultant shall submit within two weeks of establishment of the scope of services for each phase for the City~’s opproval, a detailed schedule for the performance of the Consultant’s services, and shall include allowances for periods of time required for the City’s review. Consultant shall proceed with each phase according to the established time schedule upon written notice to proceed from the City. Time limits established by the schedule for each phase shall not, except for reasonable cause, be exceeded by the Consultant. City agrees to exercise due diligence in performing its tasks to implement Consultant’s time schedule. Duties of City City shall furnish all available building documents and drawings as applicable as well as all documents pertaining to the development of this project, such as number of staffper area, etc. Exhibit "B": Rate Schedule City of Palo Alto: Interior Improvements and Space Planning Project Fees for services shall be on a time and materials basis according to the Consultant’s published hourly rates for a not-to-exceed amount designated in each notice to proceed.. Fees for any Consultant’s services, sub-consultant’s services, and reimbursable expenses which exceed the authorized amount shall require an ’amendment to this contract..Fixed prices may be negotiated for various phases of this project once a scope of work for each phase has been established. Hourly rates will be adjusted at the start of each calendar year. See attached rate schedule. Sub-consultants’ fees and reimbursable direct project expenses will be billed at cost plus 10% mark-up. Reimbursable costs shall include printing and delivery. Milage costs shall be reimbursed at $0.31 per mile. Original receipts and/or invoices for these services shall be" submitted if requested by City along with Consultant’s invoice showing mark-up. All expenses for sub-consultants shall be approved by the City’s project manager in writing prior to services rendered. GROUP 4 ARCHITECTURE R E S E A RC H -I" PLANNING, iNC 301 LINDEN AVENUE SO. SAN FRANCISCO CA 94080 USA T:65;0.87!* 0709 F:650.871. 7911 E:g rou p4.com SCHEDULE OF PROFESSIONAL SERVICES Effective 1 January 2000 Principal $125.00 per hour Senior Associate 110.00 per hour Associate Architect 92.00 per hour Professional II 85.00 per hour Professional III 80.00 per hour Technical I 95.00 per hour Technical II 75.00 per hour Technical ]!I 60.00 per hour Clerical 55.00 per hour WAYNE GEHRKE A 1~ C H I T E C T -lAMES P. DIERKES A R C H I I E C T DAVID M. STURGE$ A R C H I T E C T DAWN E MERKES A R C H T E C T J A I M I B A E R A R C H T E C T DAVID 5CHNEE Consultants to the Architect are billable at 1.10 times direct cost. Reimbursable expenses related to the project, whether for in-house, consultant or client use, are billable at 1.10 times direct cost or at the rates indicated below. Such costs include, but are not necessarily limited to: ¯CAD plotting of Check Sets and Presentation Drawings: $2.00 per square foot. ¯Outside service printing/copying of drawings and documents of any size. ¯In-house printing/copying of drawings larger than 1 l"x 17": $.50 per square foot. ¯In-house photo-copying for draft and f’mal reports and specifications: $.20 per page ¯Software purchase and licensure on behalf of the client. ¯Postage, delivery.and messenger service. ¯Photographic and Digital Imaging. []Overtime expenses with prior client approval. []Arehitectttral renderings and scale models. ,Travel expenses. ,Sub-Consultant cost []Presentation Boards ~Facilitation Tools ¯Workshop Accessories The following expenses are included in the hourly billing rates and are not billed separately: General In-house printing/copying of 1 l"x 17" or smaller, except as noted above. [] Travel within the Bay Area, unless stipulated otherwise by Agreement. ¯Telephone and Fax usage, unless stipulated otherwise by Agreement. The above-listed rates are adjusted annually. The next adjustment will be 1 January 2001. g:\98261-05 paloalto cityoff 8thfloor\rate table.doe