HomeMy WebLinkAboutStaff Report 4223
City of Palo Alto (ID # 4223)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 12/2/2013
City of Palo Alto Page 1
Summary Title: Lucie Stern Contract Amendment 1 with Advanced Design
Consultants, Inc.
Title: Approval of Amendment No. 1 to Contract No. C13148737 with
Advanced Design Consultants, Inc. in the Amount of $85,886 for a Total Not-
to-Exceed Amount of $320,755 for Design of Fire/Life Safety and Sprinklers
for the Lucie Stern Community Theater and Community Center as Part of the
Lucie Stern Buildings Mechanical / Electrical Upgrades Project PE-14015
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or his
designee to execute Amendment No. 1 to Contract No. C13148737 with Advanced
Design Consultants, Inc. (Attachment A) in the amount of $85,886 for expanded
design services for the Lucie Stern Buildings Mechanical/Electrical Upgrades
Project PE-14015 for a total not-to-exceed contract amount of $320,755,
consisting of $291,595 for basic services and $29,160 for additional services.
Background
On May 6, 2013 Council approved consultant contract C13148737 with Advanced
Design Consultants, Inc. (ADC) for design services for renovations to the Lucie
Stern Buildings (Staff Report ID# 3720). ADC was selected through the standard
consultant selection Request for Proposal (RFP) process. The scope of work in the
RFP for the project provided for building systems design upgrades to the Lucie
Stern Children’s Theater, the Lucie Stern Community Theater, and the Lucie Stern
Community Center.
City of Palo Alto Page 2
Discussion
The current contract with ADC provides for design of the Children’s Theatre
mechanical and electrical systems, design of the Community Center mechanical
system, design of the fire/life safety upgrades for the Children’s Theatre, and
design of the Community Theater electrical system replacement.
In the original scope of work, the consultant was requested to provide several
design options for Lucie Stern Children’s Theater including Heating, Ventilation
and Air Conditioning (HVAC), Electrical, Life/Safety, and Sprinkler upgrades; for
Lucie Stern Community Theater including Electrical upgrades only; and for Lucie
Stern Community Center including Mechanical upgrades only. During the initial
study of the building systems, it was determined that the Community Theater and
the Community Center were deficient in both Fire Sprinklers and Fire/Life Safety
Components. In order to minimize disruption to patrons and staff along with
providing potential cost savings for construction, Amendment No. 1 (Attachment
A) adds design and preparation of construction documents for fire/life safety and
sprinkler upgrades for the Lucie Stern Community Theater and the Lucie Stern
Community Center.
The proposed additional scope of work will include fire sprinkler and fire/life
safety engineering services which will entail the evaluation, analysis,
recommendation and design for the Fire Alarm/Life Safety and Fire Protection
Sprinkler Systems as described below.
1) The Fire Alarm/Life Safety system consists of panels, detectors, alarms,
horns, strobe lights, pull stations, batteries, exit signage and emergency
lights.
2) The Fire Protection Sprinkler system will consist of wet sprinkler coverage
for each building. The sprinkler system will be developed with locations of
fire sprinkler heads, proper fire sprinkler coverage, flow calculations, pipe
sizing and verification of water service and pressure into the system.
City of Palo Alto Page 3
The design will be refined into a set of construction documents for bidding. The
contract with ADC includes services through bid support. Upon successful
issuance of a construction contract, the ADC contract will be further amended to
include construction administration and related services.
Timeline
Staff expects to submit a building permit application in the spring of 2014. The
project will then be issued for bids and the estimated six-month construction
period could begin in early summer 2014. The building will remain occupied
during the course of the project. Work will be scheduled to keep systems
operational during working hours and to minimize the impacts of construction on
staff and the public. There may be some temporary relocation of department
staff to accommodate construction. The amendment would also extend the
contract with ADC to July 3, 2014.
Resource Impact
Funding for the expanded design scope is available in Capital Improvement
Project, PE-14015 (Lucie Stern Buildings Mechanical/Electrical Upgrades Project)
which was approved in Fiscal Year 2014 Capital Budget. Depending on the cost of
the additional improvements, an additional appropriation to fund the expanded
project scope may be needed upon award of the construction contract.
Policy Implications
This recommendation does not represent any change to existing City policies.
Environmental Review
This project is 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 and no further
environmental review is necessary.
Attachments:
A - Amendment 1_ADC Signed (PDF)
1
AMENDMENT NO. 1 TO CONTRACT NO. C13148737
BETWEEN THE CITY OF PALO ALTO AND
ADVANCED DESIGN CONSULTANTS, INC.
This Amendment No. 1 to Contract No. C13148737 (“Contract”) is entered into on 2nd of
December, 2013, by and between the CITY OF PALO ALTO, a California chartered municipal
corporation (“CITY”), and ADVANCED DESIGN CONSULTANTS, INC., a California Corporation,
located at 998 Park Avenue, San Jose, CA 95126 (“CONSULTANT”).
R E C I T A L S:
WHEREAS, the Contract was entered into between the parties for the provision of design
services for the Lucie Stern Buildings Mechanical/Electrical Upgrades Project; and
WHEREAS, the parties wish to amend the Contract;
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the parties agree:
SECTION 1. Section 4 of the Contract, NOT TO EXCEED COMPENSATION, Paragraph
1, is hereby amended to read as follows:
“The compensation to be paid to Consultant for the performance of the Services described
in Exhibit “A”, including both payment for professional services and reimbursable expenses, shall not
exceed Two Hundred, Ninety-One Thousand, Five Hundred, Ninety-Five Dollars ($291,595). In the event
Additional Services are authorized, the total compensation for services and reimbursable expenses shall
not exceed Three Hundred Twenty Thousand, Seven Hundred Fifty-five Dollars ($320,755.00). The
applicable rates and schedule of payment are set out in Exhibit “C”, entitled “Compensation,” which is
attached to and made a part of this agreement.
SECTION 2. The following exhibit(s) to the Contract is/are hereby amended to read as set
forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES”.
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”.
c. Exhibit “C” entitled “COMPENSATION”.
//
//
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Amendment 1 C13148737 Continued…
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 have by their duly authorized representatives
executed this Amendment on the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
Senior Asst. City Attorney
ADVANCED DESIGN CONSULTANTS, INC.
Attachments:
EXHIBIT "A": SCOPE OF SERVICES
EXHIBIT "B": SCHEDULE OF PERFORMANCE
EXHIBIT “C”: COMPENSATION
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11/20/2013
Lorenzo Rios Jr.
Project Manager
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EXHIBIT “A”
SCOPE OF SERVICES
Work Plan
Introduction:
The Lucie Stern Buildings Mechanical / Electrical Upgrades project will encompass three (3)
separate buildings; Palo Alto Children’s Theater, Lucie Stern Community Theater and Lucie
Stern Community Center. The buildings where constructed in 1936 and are located at 1305
Middlefield Road, Palo Alto. The professional services will be divided into three (3) separate
work packages as outlined in the scope of work provide with the RFP. Each professional service
work package will incorporate a Study Phase, Conceptual Design, Construction Drawings and
Bidding/Construction phase.
Advance Design Consultants, Inc. (ADC) will provide architectural/engineering consulting
services for the evaluation, analysis, recommendation and design for mechanical, electrical and
fire / life safety upgrades and improvements, along with any associated structural upgrades for
the City of Palo Alto Children’s Theatre. ADC will provide engineering consulting services for
the evaluation, analysis, recommendation and design for the electrical only upgrades for the
Lucie Stern Community Theater. ADC will provide engineering consulting services for the
evaluation, analysis, recommendation and design for the mechanical only upgrades, along with
any associated electrical/structural support for the new equipment for the Lucie Stern
Community Center.
Professional Services Approach:
I. Phase 1: Study Phase
The three (3) buildings; Palo Alto Children’s Theater, Lucie Stern Community
Theater and Lucie Stern Community Center will remain occupied throughout the
entire design process and completion of construction. The study phase of the project
will be presented to the City of Palo Alto with a Basis of Design report and As-Built
drawings for each building project work package. This phase will include the
following:
a. A detailed scope of work as described by the City of Palo Alto and refined based
on development of the basis of design.
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b. Review all available plans and documentation provided by the City of Palo Alto
for the project work package area. Develop As-Built drawings of the building
and systems to be evaluated.
c. Survey the various departments and interview end-users that will be utilizing the
areas of refurbishment to affectively address their desired needs and concerns.
This will include strategies and alternatives that will provide maximum benefit to
end user and optimize the functionality and usefulness of the work spaces
d. Analyze the existing system(s) to be evaluated and identify existing deficiencies,
condition, useful life expectancy, existing equipment life cycle, code compliance,
aesthetics, capacity and energy efficiency.
e. Consult the City of Palo Alto Project Manager and City of Palo Alto Energy
Consultant as needed to develop the survey strategy, identify the existing
conditions and needs, and develop recommended modifications to meet critical
needs.
f. Make recommendations to demolish, modify, refurbish, replace and update
existing system as needed based on analysis. The recommendations will meet
2010 California Building & Energy Codes, City of Palo Alto Codes and
Regulation, Current NFPA Codes and any other applicable codes and/or
regulations. They will take into account the feasibility, economics, downtime and
disruption to occupants.
g. Provide alternative design concepts and strategies for each system to be evaluated
so the City of Palo Alto can determine which option is best for the facility’s
needs.
II. Phase 2: Conceptual Design
This phase will entail the preparation of preliminary design drawings with estimated
construction costs for the City of Palo Alto’s at 30% for review and comment.
This phase will include the following:
a. Submission of 30% conceptual design drawings and demolition drawings for the
City of Palo Alto’s review and approval. This submission will be Issue for
Review 30% (IFR30%). This submission will include the drawings and
specifications as stated in the project deliverables section of this chapter.
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b. Provide life cycle analysis of new major pieces of equipment and proposed
energy efficient equipment. It is proposed that the City of Palo Alto is
replacing/retrofitting outdated equipment such that the building systems receive
an extended life expectancy of 30 or more years. The analysis is proposed to be
included into a revision of the basis of design which will be re-submitted in Phase
2.
c. Provide a preliminary engineer’s cost estimate of the construction contract cost
for the City of Palo Alto’s review. The estimate is proposed to be included into a
revision of the basis of design which will be re-submitted in Phase 2.
d. Provide a proposed methodology for completing the renovations during time
periods of least impact to the functions of the departments proposed; along with
refining the full scope of work of the project. The analysis is proposed to be
included into a revision of the basis of design which will be re-submitted in Phase
2.
e. Attend meeting after 30% submission with the City of Palo Alto project manager
and associated personal to review the documents submitted and receive
comments.
III. Phase 3: Construction Documents
This phase will include the preparation of detailed construction documents, including
detailed drawings and specifications, which will be submitted to the City of Palo Alto
at 60% and 90% for review and comment. This submission will include the drawings
and specifications as stated in the project deliverables section of this chapter.
This phase will include the following:
a. Prepare construction documents all components defined in Phase 2 Conceptual
Design. Detailed plans and specifications will be presented to the City of Palo
Alto at 60% and 90% for review and comment. These submissions will be Issue
for Review 60% (IFR60%) and Issue for Review 90% (IFR90%)
b. Provide a final engineer’s cost estimate of the construction contract cost for the
City of Palo Alto’s review at the 90% submission.
c. Attend meeting after 60% and 90% submission with the City of Palo Alto project
manager and associated personal to review the documents submitted and receive
comments.
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d. Prepare construction documents to be Issue for Permit (IFP) following 90%
submission revisions. Assist the City of Palo Alto in obtaining all building
permits, and other applicable permits required for the implementation of the work.
e. Prepare final construction documents to be Issue for Construction (IFC)
following the City’s approval of the IFP documents. This submission will include
the drawings and specifications in AutoCAD and MS Word format as stated in the
deliverables section of this chapter. The drawings and specifications will be non-
proprietary so multiple vendors can bid on the installation.
f. Prepare a proposed detailed construction schedule including, but not limited to,
equipment lead times for major equipment purchases, tenant relocations,
temporary equipment and staging, etc., using Microsoft Project. It is proposed
that the schedule will be submitted with IFP package for review and finalized for
IFC package submittal.
g. Provide “as-built” final record drawings based on “as-built” information provided
by the general contractor and field verification. Record drawings will be provided
in AutoCAD format on a CD, as well as one set of reproducible drawings.
IV. Phase 4: Bid and Construction
This phase will require ADC to provide assistance to the City of Palo Alto’s staff
(e.g. pre-bid meeting with prospective bidders, issuance of addenda, respond to
requests for information or clarification, etc.) and will assist the city with evaluation
of the bids. Following the award of the construction contract to a general contractor,
ADC will engage in negotiations with the city to develop an appropriate scope of
work for the construction phase services to be provided as needed. The RFP indicates
that the construction phase services will be added to the Consultant’s contract at the
City’s discretion via a contract amendment.
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Detailed Scope of Work:
I. Package 1: Palo Alto Children’s Theater (17,619 SF)
a. Task 1.1: Fire Life / Safety Upgrade
The scope will entail the evaluation, analysis, recommendation and design for the
Fire Alarm / Life Safety System and Fire Protection Sprinkler System. The Fire
Alarm / Life Safety system consists of panels, detectors, alarms, horns, strobe
lights, pull stations, batteries, exist signage and emergency lights. The fire alarm
system will tie into the existing Honeywell system. The Fire Protection Sprinkler
system consists of wet sprinkler coverage for the building. The sprinkler system
will be developed with locations of fire sprinkler heads, proper fire sprinkler
coverage, flow calculations, pipe sizing and verification of water service and
pressure into the system. The Fire Alarm / Life Safety Engineering design will be
provided by ADC’s electrical engineering division and the Fire Protection
Sprinkler design will be provided Walschon Fire Protection Systems which will
be reviewed by ADC’s mechanical engineering division. The scope will include
the systems serving, but not limited to, the following areas within the theater
listed below:
Children’s Theatre Lobby
Storage closet in lobby
Men’s RR in lobby
Theatre Box Office next to lobby
Control booth in lobby (for auditorium)
Main auditorium (audience sitting area) and Orchestra pit
Auditorium attic area i.e. space above ceiling
Hallway next to the audience
Electric Equipment room next to the stage
Attic next to the Elec. Equip. Room
Catwalk for operating elevated stage light
Catwalk above Orchestra pit
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Kitchen next to media center
Under the stairs/ladder access to the second floor catwalk in the Magic
Castle
Entire Boy Scouts area.
The acoustics and historical aspects of the Children’s Theatre including the
auditorium will be carefully considered while providing architectural/engineering
design for the new Fire Alarm / Life Safety System and Fire Protection Sprinkler
System. Concealment of the sprinklers and acoustical considerations will be taken
into account during the conceptual design phase to ensure the City of Palo Alto is
content with the final product.
The following subtasks will be provided within this task to meet the proposed
schedule attached and the professional services project approach.
i. Subtask 1.1.1: Existing Document Review (Budget Schedule Task 1)
Review all available plans and documentation provided by the City of
Palo Alto for the project work package area. Analysis and findings will be
presented in the study phase of the work package.
ii. Subtask 1.1.2: Field Investigation (Budget Schedule Task 1)
Perform extensive field investigation of the entire project work package
site and all existing conditions that may affect the scope of work. As-Built
drawings will be developed and provide as part of the basis of design.
iii. Subtask 1.1.3: Basis of Design (BOD) (Budget Schedule Task 1)
Develop a Basis of Design for Package 1 which will include the Fire Life /
Safety Upgrade’s evaluation, analysis, recommendations, etc. as described
in Phase 1 of professional services approach. The Basis of Design will
include all three (3) major tasks listed for Package 1.
iv. Subtask 1.1.4: 30% Conceptual Design Development (IFR30%) (Budget
Schedule Task 2)
Prepare and submit 30% conceptual design drawings, preliminary
engineer’s construction cost estimate and update basis of design as listed
in Phase 2 of the of professional services approach. This submission will
include all three (3) major tasks listed for Package 1.
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v. Subtask 1.1.5: 60% Construction Documents (IFR60%) (Budget Schedule
Task 3)
Prepare and submit 60% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all
three (3) major tasks listed for Package 1.
vi. Subtask 1.1.6: 90% Construction Documents (IFR90%) (Budget Schedule
Task 3)
Prepare and submit 90% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all
three (3) major tasks listed for Package 1.
vii. Subtask 1.1.7: Issue for Permit (IFP) (Budget Schedule Task 3)
Prepare and submit Issue for Permit drawings and calculations. Assist City
of Palo Alto in obtaining permits as needed. Prepare and Submit tentative
construction schedule using Microsoft Project. This submission will
include all three (3) major tasks listed for Package 1.
viii. Subtask 1.1.8: Issue for Construction (IFC) (Budget Schedule Task 3)
Prepare and submit Issue for Construction drawings and specifications for
the City of Palo Alto’s use. This submission will include all three (3)
major tasks listed for Package 1.
ix. Subtask 1.1.9: Bid and Construction Support (Budget Schedule Task 4)
Provide assistance to the City of Palo Alto’s staff and assist the city with
evaluation of the bids.
x. Subtask 1.1.10: “As-Builts” (Budget Schedule Task 4)
Upon completion of the construction provide “As-Built” drawing based on
the general contractor redlines and field investigations. This submission
will include all three (3) major tasks listed for Package 1.
b. Task 1.2: Balcony Stair Design
The scope will entail the evaluation, analysis, recommendation and design to
replace the existing balcony stair system which currently provides staff access to
the catwalk in the “Magic Castle” stage area. The current system install is in very
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poor condition and does not meet current building code requirements. During the
evaluation and design of the staircase system ADC will take into account then
requirements of the City of Palo Alto Fire and Building Departments, the 2010
California Building Code, Title-24 Compliance and Accessibility/ADA
requirements as applicable. The design of new stairs will consider the installation
of perforated metal to allow fire sprinkler water to pass from above and determine
if the new fire sprinklers will be needed underneath the proposed staircase.
The following subtasks will be provided within this task to meet the proposed
schedule attached and the professional services project approach.
i. Subtask 1.2.1: Existing Document Review (Budget Schedule Task 1)
Review all available plans and documentation provided by the City of
Palo Alto for the project work package area. Analysis and findings will be
presented in the study phase of the project work package.
ii. Subtask 1.2.2: Field Investigation (Budget Schedule Task 1)
Perform extensive field investigation of the entire project work package
site and all existing conditions that may affect the scope of work. As-Built
drawings will be developed and provide as part of the basis of design.
iii. Subtask 1.2.3: Basis of Design (BOD) (Budget Schedule Task 1)
Develop a Basis of Design for Package 1 which will include the Balcony
Staircase Upgrade’s evaluation, analysis, recommendations, etc. as
described in Phase 1 of professional services approach. The Basis of
Design will include all three (3) major tasks listed for Package 1.
iv. Subtask 1.2.4: 30% Conceptual Design Development (IFR30%) (Budget
Schedule Task 2)
Prepare and submit 30% conceptual design drawings, preliminary
engineer’s construction cost estimate and update basis of design as listed
in Phase 2 of the of professional services approach. This submission will
include all three (3) major tasks listed for Package 1.
v. Subtask 1.2.5: 60% Construction Documents (IFR60%) (Budget Schedule
Task 3)
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Prepare and submit 60% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all
three (3) major tasks listed for Package 1.
vi. Subtask 1.2.6: 90% Construction Documents (IFR90%) (Budget Schedule
Task 3)
Prepare and submit 90% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all
three (3) major tasks listed for Package 1.
vii. Subtask 1.2.7: Issue for Permit (IFP) (Budget Schedule Task 3)
Prepare and submit Issue for Permit drawings and calculations. Assist City
of Palo Alto in obtaining permits as needed. Prepare and Submit tentative
construction schedule using Microsoft Project. This submission will
include all three (3) major tasks listed for Package 1.
viii. Subtask 1.2.8: Issue for Construction (IFC) (Budget Schedule Task 3)
Prepare and submit Issue for Construction drawings and specifications for
the City of Palo Alto’s use. This submission will include all three (3)
major tasks listed for Package 1.
ix. Subtask 1.2.9: Bid and Construction Support (Budget Schedule Task 4)
Provide assistance to the City of Palo Alto’s staff and assist the city with
evaluation of the bids.
x. Subtask 1.2.10: “As-Builts” (Budget Schedule Task 4)
Upon completion of the construction provide “As-Built” drawing based on
the general contractor redlines and field investigations. This submission
will include all three (3) major tasks listed for Package 1.
c. Task 1.3: Mechanical and Electrical Services Upgrades
The scope will entail the evaluation, analysis, recommendation and design to
replace the Children’s Theater mechanical and electrical services. The existing
mechanical system consists of various types of Heating, Ventilation and Air
Condition systems. The building is served by chiller, air handlers and some
scattered heat pumps located on the roof and/or space. The building is also served
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from the basement which houses some custom air handlers. In addition, the
building is also served by several smaller units which appear to be installed
recently. All the mechanical equipment serving the building will be evaluated and
the replacement/retrofit of the existing systems will provided as needed. HVAC
building cooling/heating load calculations will need to be conducted to survey if
the existing system capacity is adequately sized and to determine requirements for
installation of HVAC equipment with the proper capacity. Based on the HVAC
systems to be replaced and/or retrofitted the electrical load may also change.
The electrical system currently serving the building will need to be carefully
surveyed to determine if the major electrical equipment and sub-electrical panels
will need to be replaced. Based on building demand power load calculations and
proposed HVAC power consumption the electrical system will be replace and/or
retrofitted to meet the new demand of the building. All the electrical systems
including, but not limited to, the Main Switchgear, Panels, Sub-Panels, HVAC
Disconnects, etc. will be carefully evaluated for life expectancy, available
capacity and future capacity. The electrical system upgrade scope will also
include all electrical power feeds as needed for the proposed HVAC system(s) to
be replaced and/or retrofitted. The electrical system upgrade scope will also
include all redistribution/increase in receptacles to areas as needed.
The following subtasks will be provided within this task to meet the proposed
schedule attached and the professional services project approach.
i. Subtask 1.3.1: Existing Document Review (Budget Schedule Task 1)
Review all available plans and documentation provided by the City of
Palo Alto for the project work package area. Analysis and findings will be
presented in the study phase of the project work package.
ii. Subtask 1.3.2: Field Investigation (Budget Schedule Task 1)
Perform extensive field investigation of the entire project work package
site and all existing conditions that may affect the scope of work. As-Built
drawings will be developed and provide as part of the basis of design.
iii. Subtask 1.3.3: Basis of Design (BOD) (Budget Schedule Task 1)
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Develop a Basis of Design for Package 1 which will include the
Mechanical and Electrical System Upgrade’s evaluation, analysis,
recommendations, etc. as described in Phase 1 of professional services
approach. The Basis of Design will include all three (3) major tasks listed
for Package 1.
iv. Subtask 1.3.4: 30% Conceptual Design Development (IFR30%) (Budget
Schedule Task 2)
Prepare and submit 30% conceptual design drawings, preliminary
engineer’s construction cost estimate and update basis of design as listed
in Phase 2 of the of professional services approach. This submission will
include all three (3) major tasks listed for Package 1.
v. Subtask 1.3.5: 60% Construction Documents (IFR60%) (Budget Schedule
Task 3)
Prepare and submit 60% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all
three (3) major tasks listed for Package 1.
vi. Subtask 1.3.6: 90% Construction Documents (IFR90%) (Budget Schedule
Task 3)
Prepare and submit 90% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all
three (3) major tasks listed for Package 1.
vii. Subtask 1.3.7: Issue for Permit (IFP) (Budget Schedule Task 3)
Prepare and submit Issue for Permit drawings and calculations. Assist City
of Palo Alto in obtaining permits as needed. Prepare and Submit tentative
construction schedule using Microsoft Project. This submission will
include all three (3) major tasks listed for Package 1.
viii. Subtask 1.3.8: Issue for Construction (IFC) (Budget Schedule Task 3)
Prepare and submit Issue for Construction drawings and specifications for
the City of Palo Alto’s use. This submission will include all three (3)
major tasks listed for Package 1.
ix. Subtask 1.3.9: Bid and Construction Support (Budget Schedule Task 4)
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Provide assistance to the City of Palo Alto’s staff and assist the city with
evaluation of the bids.
x. Subtask 1.3.10: “As-Builts” (Budget Schedule Task 4)
Upon completion of the construction provide “As-Built” drawing based on
the general contractor redlines and field investigations. This submission
will include all three (3) major tasks listed for Package 1.
II. Package 2: Lucie Stern Community Theater (33,716 SF)
a. Task 2.1: Electrical Services Upgrades
The scope will entail the evaluation, analysis, recommendation and design to replace
the Lucie Stern Community Theater electrical services including the Scene Shop
(1,800 SF). The electrical system currently serving the building will need to be
carefully surveyed to determine if the major electrical equipment and sub-electrical
panels will need to be replaced. Based on building demand power load calculations
and existing HVAC power consumption the electrical system will be replace and/or
retrofitted to meet the current demand of the building. All the electrical systems
including, but not limited to, the Main Switchgear, Panels, Sub-Panels, HVAC
Disconnects, etc. will be carefully evaluated for life expectancy, available capacity
and future capacity. It is expected that the existing main switch gear and distribution
will need to be replaced. The electrical system upgrade scope will also include all
redistribution/increase in receptacles to areas as needed.
The following subtasks will be provided within this task to meet the proposed
schedule attached and the professional services project approach.
i. Subtask 2.1.1: Existing Document Review (Budget Schedule Task 6)
Review all available plans and documentation provided by the City of
Palo Alto for the project work package area. Analysis and findings will be
presented in the study phase of the project work package.
ii. Subtask 2.1.2: Field Investigation (Budget Schedule Task 6)
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Perform extensive field investigation of the entire project work package
site and all existing conditions that may affect the scope of work. As-Built
drawings will be developed and provide as part of the basis of design.
iii. Subtask 2.1.3: Basis of Design (BOD) (Budget Schedule Task 6)
Develop a Basis of Design for Package 2 which will include the Electrical
System Upgrade’s evaluation, analysis, recommendations, etc. as
described in Phase 1 of professional services approach.
iv. Subtask 2.1.4: 30% Conceptual Design Development (IFR30%) (Budget
Schedule Task 7)
Prepare and submit 30% conceptual design drawings, preliminary
engineer’s construction cost estimate and update basis of design as listed
in Phase 2 of the of professional services approach.
v. Subtask 2.1.5: 60% Construction Documents (IFR60%) (Budget Schedule
Task 8)
Prepare and submit 60% construction drawings, specifications and
engineer’s construction cost estimate.
vi. Subtask 2.1.6: 90% Construction Documents (IFR90%) (Budget Schedule
Task 8)
Prepare and submit 90% construction drawings, specifications and
engineer’s construction cost estimate.
vii. Subtask 2.1.7: Issue for Permit (IFP) (Budget Schedule Task 8)
Prepare and submit Issue for Permit drawings and calculations. Prepare
and Submit tentative construction schedule using Microsoft Project. Assist
City of Palo Alto in obtaining permits as needed.
viii. Subtask 2.1.8: Issue for Construction (IFC) (Budget Schedule Task 8)
Prepare and submit Issue for Construction drawings and specifications for
the City of Palo Alto’s use.
ix. Subtask 2.1.9: Bid and Construction Support (Budget Schedule Task 9)
Provide assistance to the City of Palo Alto’s staff and assist the city with
evaluation of the bids.
x. Subtask 2.1.10: “As-Builts” (Budget Schedule Task 9)
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Upon completion of the construction provide “As-Built” drawing based on
the general contractor redlines and field investigations.
b. Task 2.2: Fire Life / Safety Upgrade
The scope will entail the evaluation, analysis, recommendation and design for the
Fire Alarm / Life Safety System and Fire Protection Sprinkler System. The Fire
Alarm / Life Safety system consists of panels, detectors, alarms, horns, strobe
lights, pull stations, batteries, exist signage and emergency lights. The fire alarm
system will tie into the existing system. The Fire Protection Sprinkler system
consists of wet sprinkler coverage for the building. The sprinkler system will be
developed with locations of fire sprinkler heads, proper fire sprinkler coverage,
flow calculations, pipe sizing and verification of water service and pressure into
the system. The Fire Alarm / Life Safety Engineering design will be provided by
ADC’s electrical engineering division and the Fire Protection Sprinkler design
will be provided Walschon Fire Protection Systems which will be reviewed by
ADC’s mechanical engineering division. The scope will include the systems
serving, but not limited to, the following areas within the theater listed below:
Theatre Lobby
Storage closet(s)
Restrooms
Theatre Box Office
Control booth(s)
Main auditorium (audience sitting area) and Orchestra pit
Auditorium attic area i.e. space above ceiling
Theatre Scene Shop (a separate detached building)
Electric Equipment room(s)
Catwalk(s)
The acoustics and historical aspects of the Community Theatre including the
auditorium will be carefully considered while providing architectural/engineering
design for the new Fire Alarm / Life Safety System and Fire Protection Sprinkler
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System. Concealment of the sprinklers and acoustical considerations will be taken
into account during the conceptual design phase to ensure the City of Palo Alto is
content with the final product.
The following subtasks will be provided within this task to meet the proposed
schedule attached and the professional services project approach.
i. Subtask 2.2.1: Existing Document Review (Budget Schedule Task 16)
Review all available plans and documentation provided by the City of
Palo Alto for the project work package area. Analysis and findings will be
presented in the study phase of the work package.
ii. Subtask 2.2.2: Field Investigation (Budget Schedule Task 16)
Perform extensive field investigation of the entire project work package
site and all existing conditions that may affect the scope of work. As-Built
drawings will be developed and provide as part of the basis of design.
iii. Subtask 2.2.3: Basis of Design (BOD) (Budget Schedule Task 16)
Develop a Basis of Design for Package 1 which will include the Fire Life /
Safety Upgrade’s evaluation, analysis, recommendations, etc. as described
in Phase 1 of professional services approach. The Basis of Design will
include all two (2) major tasks listed for Package 2.
iv. Subtask 2.2.4: 30% Conceptual Design Development (IFR30%) (Budget
Schedule Task 16)
Prepare and submit 30% conceptual design drawings, preliminary
engineer’s construction cost estimate and update basis of design as listed
in Phase 2 of the of professional services approach. This submission will
include all two (2) major tasks listed for Package 2.
v. Subtask 2.2.5: 60% Construction Documents (IFR60%) (Budget Schedule
Task 16)
Prepare and submit 60% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all two
(2) major tasks listed for Package 2.
vi. Subtask 2.2.6: 90% Construction Documents (IFR90%) (Budget Schedule
Task 16)
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Prepare and submit 90% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all two
(2) major tasks listed for Package 2.
vii. Subtask 2.2.7: Issue for Permit (IFP) (Budget Schedule Task 16)
Prepare and submit Issue for Permit drawings and calculations. Assist City
of Palo Alto in obtaining permits as needed. Prepare and Submit tentative
construction schedule using Microsoft Project. This submission will
include all two (2) major tasks listed for Package 2.
viii. Subtask 2.2.8: Issue for Construction (IFC) (Budget Schedule Task 16)
Prepare and submit Issue for Construction drawings and specifications for
the City of Palo Alto’s use. This submission will include all two (2) major
tasks listed for Package 2.
ix. Subtask 2.2.9: Bid and Construction Support (Budget Schedule Task 17)
Provide assistance to the City of Palo Alto’s staff and assist the city with
evaluation of the bids.
x. Subtask 2.2.10: “As-Builts” (Budget Schedule Task 17)
Upon completion of the construction provide “As-Built” drawing based on
the general contractor redlines and field investigations. This submission
will include all two (2) major tasks listed for Package 2.
III. Package 3: Lucie Stern Community Center (10,230 SF)
a. Task 3.1: Mechanical Services Upgrades
The scope will entail the evaluation, analysis, recommendation and design to replace
the Lucie Stern Community Center mechanical services. The existing mechanical
system consists of various types of Heating, Ventilation and Air Condition systems.
The building is served by heating only units located in the attic. The basement of the
building is served by a custom air handler with rectangular duct distribution in open
low ceiling area. All the mechanical equipment serving the building will be evaluated
and the replacement/retrofit of the existing systems will provided as needed. HVAC
building cooling/heating load calculations will need to be conducted to survey if the
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existing system capacity is adequately sized and to determine requirements for
installation of HVAC equipment with the proper capacity. Areas with heating only
will be modernized to receive HVAC with cooling if possible. All electrical power
feeds as needed for the proposed HVAC system(s) to be replaced and/or retrofitted
will be included in this scope.
The following subtasks will be provided within this task to meet the proposed
schedule attached and the professional services project approach.
i. Subtask 3.1.1: Existing Document Review (Budget Schedule Task 11)
Review all available plans and documentation provided by the City of
Palo Alto for the project work package area. Analysis and findings will be
presented in the study phase of the project work package.
ii. Subtask 3.1.2: Field Investigation (Budget Schedule Task 11)
Perform extensive field investigation of the entire project work package
site and all existing conditions that may affect the scope of work. As-Built
drawings will be developed and provide as part of the basis of design.
iii. Subtask 3.1.3: Basis of Design (BOD) (Budget Schedule Task 11)
Develop a Basis of Design for Package 2 which will include the
Mechanical System Upgrade’s evaluation, analysis, recommendations, etc.
as described in Phase 1 of professional services approach.
iv. Subtask 3.1.4: 30% Conceptual Design Development (IFR30%) (Budget
Schedule Task 12)
Prepare and submit 30% conceptual design drawings, preliminary
engineer’s construction cost estimate and update basis of design as listed
in Phase 2 of the of professional services approach.
v. Subtask 3.1.5: 60% Construction Documents (IFR60%) (Budget Schedule
Task 13)
Prepare and submit 60% construction drawings, specifications and
engineer’s construction cost estimate.
vi. Subtask 3.1.6: 90% Construction Documents (IFR90%) (Budget Schedule
Task 13)
Prepare and submit 90% construction drawings, specifications and
engineer’s construction cost estimate.
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vii. Subtask 3.1.7: Issue for Permit (IFP) (Budget Schedule Task 13)
Prepare and submit Issue for Permit drawings and calculations. Prepare
and Submit tentative construction schedule using Microsoft Project. Assist
City of Palo Alto in obtaining permits as needed.
viii. Subtask 3.1.8: Issue for Construction (IFC) (Budget Schedule Task 13)
Prepare and submit Issue for Construction drawings and specifications for
the City of Palo Alto’s use.
ix. Subtask 3.1.9: Bid and Construction Support (Budget Schedule Task 14)
Provide assistance to the City of Palo Alto’s staff and assist the city with
evaluation of the bids.
x. Subtask 3.1.10: “As-Builts” (Budget Schedule Task 14)
Upon completion of the construction provide “As-Built” drawing based on
the general contractor redlines and field investigations.
b. Task 3.2: Fire Life / Safety Upgrade
The scope will entail the evaluation, analysis, recommendation and design for the
Fire Alarm / Life Safety System and Fire Protection Sprinkler System. The Fire
Alarm / Life Safety system consists of panels, detectors, alarms, horns, strobe
lights, pull stations, batteries, exist signage and emergency lights. The fire alarm
system will tie into any appropriate existing system if applicable. The Fire
Protection Sprinkler system consists of wet sprinkler coverage for the building.
The sprinkler system will be developed with locations of fire sprinkler heads,
proper fire sprinkler coverage, flow calculations, pipe sizing and verification of
water service and pressure into the system. The Fire Alarm / Life Safety
Engineering design will be provided by ADC’s electrical engineering division and
the Fire Protection Sprinkler design will be provided Walschon Fire Protection
Systems which will be reviewed by ADC’s mechanical engineering division. The
scope will include the systems serving, but not limited to, the following areas
within the Community Center listed below:
Ballroom
Storage closets
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Restrooms
Offices
Program rooms
Boy Scout Meeting Room
The acoustics and historical aspects of the Community Center including the
ballroom will be carefully considered while providing architectural/engineering
design for the new Fire Alarm / Life Safety System and Fire Protection Sprinkler
System. Concealment of the sprinklers and acoustical considerations will be taken
into account during the conceptual design phase to ensure the City of Palo Alto is
content with the final product.
The following subtasks will be provided within this task to meet the proposed
schedule attached and the professional services project approach.
i. Subtask 3.2.1: Existing Document Review (Budget Schedule Task 19)
Review all available plans and documentation provided by the City of
Palo Alto for the project work package area. Analysis and findings will be
presented in the study phase of the work package.
ii. Subtask 3.2.2: Field Investigation (Budget Schedule Task 19)
Perform extensive field investigation of the entire project work package
site and all existing conditions that may affect the scope of work. As-Built
drawings will be developed and provide as part of the basis of design.
iii. Subtask 3.2.3: Basis of Design (BOD) (Budget Schedule Task 19)
Develop a Basis of Design for Package 1 which will include the Fire Life /
Safety Upgrade’s evaluation, analysis, recommendations, etc. as described
in Phase 1 of professional services approach. The Basis of Design will
include all two (2) major tasks listed for Package 1.
iv. Subtask 3.2.4: 30% Conceptual Design Development (IFR30%) (Budget
Schedule Task 19)
Prepare and submit 30% conceptual design drawings, preliminary
engineer’s construction cost estimate and update basis of design as listed
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in Phase 2 of the of professional services approach. This submission will
include all two (2) major tasks listed for Package 3.
v. Subtask 3.2.5: 60% Construction Documents (IFR60%) (Budget Schedule
Task 19)
Prepare and submit 60% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all two
(2) major tasks listed for Package 3.
vi. Subtask 3.2.6: 90% Construction Documents (IFR90%) (Budget Schedule
Task 19)
Prepare and submit 90% construction drawings, specifications and
engineer’s construction cost estimate. This submission will include all two
(2) major tasks listed for Package 3.
vii. Subtask 3.2.7: Issue for Permit (IFP) (Budget Schedule Task 19)
Prepare and submit Issue for Permit drawings and calculations. Assist City
of Palo Alto in obtaining permits as needed. Prepare and Submit tentative
construction schedule using Microsoft Project. This submission will
include all two (2) major tasks listed for Package 3.
viii. Subtask 3.2.8: Issue for Construction (IFC) (Budget Schedule Task 19)
Prepare and submit Issue for Construction drawings and specifications for
the City of Palo Alto’s use. This submission will include all two (2) major
tasks listed for Package 3.
ix. Subtask 3.2.9: Bid and Construction Support (Budget Schedule Task 20)
Provide assistance to the City of Palo Alto’s staff and assist the city with
evaluation of the bids.
x. Subtask 3.2.10: “As-Builts” (Budget Schedule Task 20)
Upon completion of the construction provide “As-Built” drawing based on
the general contractor redlines and field investigations. This submission
will include all three (3) major tasks listed for Package 1.
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Deliverables:
The professional services will be divided into three (3) separate work packages as outlined in the
detailed scope of work provided above. Each professional service work package will incorporate
a Study Phase, Conceptual Design, Construction Drawings and Bidding/Construction phase.
Each phase will have deliverables which are described in the professional services approach and
scope of work sections of this chapter. The three (3) packages will be; Package 1: Palo Alto
Children’s Theater, Package 2: Lucie Stern Community Center, and Package 3: Lucie Stern
Community Theater.
The following will be included for each Package listed:
1. Basis of Design (BOD)
Preparation and delivery of five (5) hard copies and one (1) electronic copy (MS
Word and PDF) of the draft BOD report.
2. Issue for Review 30% (IFR30%)
Preparation and delivery of five (5) hard copies and one (1) electronic copy(MS
Word and PDF) of the final BOD report.
Preparation and delivery of five (5) hard copy sets and one (1) electronic copy set
(PDF) of IFR30% Conceptual Drawings
3. Issue for Review 60% (IFR60%)
Preparation and delivery of five (5) hard copy sets and one (1) electronic copy set
(PDF) of IFR60% Design Drawings.
Preparation and delivery of five (5 hard copies and one (1) electronic copy (PDF)
of IFR60% Technical Specifications.
4. Issue for Review 90% (IFR90%)
Preparation and delivery of five (5) hard copy sets and one (1) electronic copy set
(PDF) of IFR90% Design Drawings.
Preparation and delivery of five (5) hard copies and one (1) electronic copy (PDF)
of IFR90% Technical Specifications.
5. Issue for Permit (IFP)
Preparation and delivery of five (5) wet signed/stamped hard copy sets and one
(1) electronic copy (PDF) of IFP Design Drawings.
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Preparation and delivery of three (3) wet signed/stamped hard copy sets and one
(1) electronic copy (PDF) of Structural Calculations as required per package.
6. Issue for Construction (IFP)
Preparation and delivery of five (5) hard copy sets and one (1) electronic copy
(AutoCAD & PDF) of IFC Construction Drawings.
Preparation and delivery of five (5) hard copies and one (1) electronic copy (MS
Word & PDF) of IFC Technical Specifications.
Preparation and delivery of three (3) wet signed/stamped hard copy sets and one
(1) electronic copy (PDF) of Structural Calculations as required per package.
7. “As-Builts” Record Drawings
Preparation and delivery of one (1) hard copy (reproducible) and one (1)
electronic copy (AutoCAD & PDF) of “As-Built” Record Drawings.
Proposed Engineering Schedule (NTP + 180 days):
The Time of Competition of all services is proposed to be within one-hundred eighty (180)
calendar days after issuance of the Notice to Proceed (NTP) as stated in section G of Attachment
B of the provided RFP Number 148737. Further the City of Palo Alto may request that certain
high-priority components be completed within sixty (60) days after issuance of NTP.
It is proposed that Package 1, Tasks 1.1, 1.2, and 1.3 be completed concurrently. It is proposed
that Package 2, Task 2.1 and Task 2.2 and Package 3, Task 3.1 and Task 3.2 be completed
concurrently. It is proposed that the City of Palo Alto will take 5 working days to review
submission prior to review meeting and providing comments. It is proposed that the City of Palo
Alto Building / Fire department review for Permit will take 10 working days before providing
plan check comments and/or approval of drawings. Bidding and Construction Support is shown
tentative (additional services) and upon receipt of NTP the schedule will finalized.
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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. CONSULTANT shall provide a
detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed.
Milestones
Completion
No. of Days/Week
From NTP (Work
Days)
Date
Package 1: Palo Alto Children’s Theater
Mechanical/Electrical/Fire Life Safety Upgrades and Balcony Stair Design
1. Document Collection and Field Investigation Start (6/7/13)
2. Submit BOD 54 Days (8/21/13)
3. BOD Review Meeting (City Meeting) 30 Days (10/2/13)
4. Submit IFR 30% 37 Days (11/22/13)
5. IFR 30% Review Meeting (City Meeting) 10 Days (12/6/13)
6. Submit IFR 60% 10 Days (12/20/13)
7. IFR 60% Review Meeting (City Meeting) 20 Days (1/17/14)
8. Submit IFR 90% 20 Days (2/28/14)
9. IFR 90% Review Meeting (City Meeting) 10 Days (2/28/14)
10. HRB / ARB Review (Following IFR 90% 2/14) 30 Days (3/28/14)
11. Submit IFP 10 Days (4/14/14)
12. Submit IFC and Obtain Permit 17 Days (5/6/14)
Total 238 Days
13. Bidding Support Tentative
Package 2 and 3: Lucie Stern Community Theater and Community Center
Electrical Services Upgrades and Mechanical Service Upgrades and Fire Sprinkler / Life Safety
Upgrades
1. Document Collection and Field Investigation Start (8/27/13)
2. Submit BOD 22 Days (9/25/13)
3. BOD Review Meeting (City Meeting) 5 Days (10/2/13)
4. Submit IFR 30% 37 Days (11/22/13)
5. IFR 30% Review Meeting (City Meeting) 10 Days (12/6/13)
6. Submit IFR 60% 10 Days (12/20/13)
7. IFR 60% Review Meeting (City Meeting) 20 Days (1/17/14)
8. Submit IFR 90% 20 Days (2/14/14)
9. IFR 90% Review Meeting (City Meeting) 10 Days (2/28/14)
10. HRB / ARB Review (Following IFR 90% 2/14) 30 Days (3/28/14)
11. Submit IFP 10 Days (4/14/14)
12. Submit IFC and Obtain Permit 17 Days (5/6/14)
Total 181 Days
13. Bidding Support Tentative
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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.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit “A” (“Basic Services”) and reimbursable expenses shall not exceed
$213,517. CONSULTANT agrees to complete all Basic Services, including reimbursable
expenses, within this amount. In the event CITY authorizes any Additional Services, the
maximum compensation shall not exceed $21,352. 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.
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, does not exceed $213,517 and the total
compensation for Additional Services does not exceed $21,352.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $24,212
(Children’s Theater Study Phase)
Task 2 $20,451
(Children’s Theater Conceptual Design)
Task 3 $45,870
(Children’s Theater Construction Drawings)
Task 4 $6,330
(Children’s Theater Bid & Construction Phase)
Task 5 $1,937
(Children’s Theater Reimbursable)
Task 6 $13,259
(Community Theater Study Phase)
Task 7 $10,869
(Community Theater Conceptual Design)
Task 8 $21,775
(Community Theater Construction Drawings)
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Task 9 $6,144
(Community Theater Bid & Construction Phase)
Task 10 $1,041
(Community Theater Reimbursable)
Task 11 $16,340
(Community Center Study Phase)
Task 12 $15,535
(Community Center Conceptual Design)
Task 13 $23,287
(Community Center Construction Drawings)
Task 14 $5,258
(Community Center Bid & Construction Phase)
Task 15 $1,209
(Community Center Reimbursable)
Sub-total Basic Services $209,330
Reimbursable Expenses $4,187
Additional Services (Not to Exceed) $21,352
Total Basic Services $234,869
ADDITIONAL SCOPE OF SERVICES shall be incorporated into the existing Lucie Stern
Buildings Mechanical / Electrical Upgrades (PE‐14015) project under the City of Palo Alto Contract
No. C13148737:
Task 16
(Community Theater Construction Drawings) $27,180
Task 17
(Community Theater Bid & Construction) $2,698
Task 18
(Community Theater Reimbursable) $598
Task 19
(Community Center Construction Drawings) $42,260
Task 20
(Community Center Bid & Construction) $4,400
Task 21
(Community Center Reimbursable) $942
Sub-total Additional Basic Services $76,538
Reimbursable Expenses $1,540
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Additional Services (Not to Exceed) $7,808
Total Amendment No. 1 $85,886
Maximum Total Compensation $320,755.00
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are:
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 $500 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
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