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HomeMy WebLinkAboutReso 117-1981 RESOLUT I ON NO. 117-81 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH GROUP 4/ARCHITECTURE, RESEARCH AND PLANNING, INC. (RENOVATION OF FORMER POLICE BUILDING AND PORTIONS OF CITY HALL) that: BE IT RESOLVED by the City Council of the City of South San Francisco 1. Execution of Agreement. Execution of an Agreement with Group 4/Architecture, Research and Planning, Inc. for renovations to the former Police Building and portions of City Hall is hereby authorized, and a copy of said Agreement is attached hereto as Exhibit "A." 2. Signatures. The Mayor is authorized to execute said Agreement on behalf of the City, and the City Clerk attest his signature thereto. I hereby certify that the foregoing Resolution was regularly intro- duced and adopted by the City Council of the City of South San Francisco at a special meeting held on the 30th day of September , 1981, by the following vote: AYES: Councilmembers Mark N. Addiego, Emanuele N. Damonte, Gus Nicolopulos; and Roberta Cerri Teglia NOES: None ABSENT: Councilman Ronald G. Acosta City Clerk AGREEMENT This Agreement, entered into on EXHIBIT "A" TO RESOLUTION NO. 117-81 ADOPTED September 30, 1981 , is by and between the City of South San Francisco, hereinafter called CITY, and Group 4/Architecture, Research and Planning, Inc.~, hereinafter called CONSULTANT. SECTION l: GENERAL This Agreement pertains to architectural and related professional design services for the renovation to portions of the City Hall and to the former Police Services Building. The services to be performed by the CONSULTANT are categorized into the following phases: · Phase 1 - Feasibility Study · Phase 2 - Design Development - Phase 3 - Contract Documents Phase 4 - Bidding Phase 5 - Construction Administration SECTION 2: SCOPE OF WORK The services which the CONSULTANT agrees to perform in the above phases of the project are generally described in the OUTLINE OF SCOPE OF SERVICES, attached hereto as "Exhibit A". The services which the CONSULTANT agrees to perform in Phase 1 (Feasibility Study) are specifically described in SCOPE OF SERVICES - PHASE 1, which is attached hereto as "Exhibit B". Exhibits A and B are made a part of this Agreement. The proposed services for Phase 2, Phase 3, Phase 4 and Phase 5, .as shown in Exhibit A, are a part of this Agreement, but the specific scope of these services is not yet defined and thus their specific description is not included. This Agreement serves as the general agreement for such services, which may be specifically authorized by the CITY by a Notice to Proceed, Task Order, or other document, setting forth the detailed scope, fee, insurance requirements, time schedule, and specific terms for such work. Page 1 of 14 SECTION 3: TIME OF PERFORMANCE 'CONSULTANT s~all begin work within seven (7) days following execution of this Agreement and upon written notice by CITY to proceed with Phase 1. CONSULTANT agrees to Complete the services for phase 1 within forty-five (45) days from the Notice to Proceed, except that CONSULTANT will not be held responsible for delay caused by'others or circumstances beyond control of CONSULTANT. · SECTION 4: COMPENSATION In consideration for services deScribed in Phase 1 a~d in Exhibit B, the CITY agrees'to pay the CONSULTANT a fixed fee. CONSULTANT shall .. perform all of the services described in Exhibit B (Phase 1) for a total · fee of Five Thousand Nine Hundred Thirty Dollars ($5,930.00). The · CONSULTA~N~ will submit copies of receipted bills and other documents in support of its allocation of in-house and outside Reimbursable Expenses. Reimbursable txpenses for in-house services such as reproduction during Phase 1 will be charged at direct cost and shall Jot exceed Fifty Dollars ($50.00). Reimbursable Expenses for outside services such as long distance telephone calls and reproduction for Phase 1 will be charged at direct cost, plus five (5) percent and shall not exceed One Hundred Dollars ($100.00). The estimated fees for Phase 2, Phase 3, Phase 4 and Phase 5 shall be in the ranges shown in the ESTIMATE OF FEE, attached hereto as "Exhibit C". Reimbursable Expenses for Phase 2, Phase 3, Phase 4 and Phase 5 shall be as sho~ in "REIMBURSABLE EXPENSES - PHASE 2 THROUGH PHASE 5", attached hereto as "Exhibit D". Exhibits C and D are made a part of this Agreement. SECTION 5: METHOD OF PAYMENT The CONSULTANT shall submit monthly invoices to the CITY for' services performed and reimbursable expenses incurred, and CITY shall render payment to CONSULTANT based 'upon said invoices, contingent upon approval by CITY as to performance of the work and within thirty (30) days of submittal. Page 2 of 14 SECTION 6: OWNERSHIP OF DOCUMENTS The CITY shall have full and complete access to the CONSULTANT'S calcu- lations, drawings, specifications and other documents during progress of the work. Ail such documents prepared by the CONSULTANT shall become the property of the CITY at the completion of the project. The CONSULTANT may retain a copy 'of all material produced uhder this Agreement for its use in its general business activities. Should the CITY desire to use the work completed under this Agreement for purposes other than those intended under this Agreement, the CITY will notify the CONSULTANT in writing prior to any reuse of the CONSULTANT'S documents. SECTION 7: CITY FURNISHED MATERIAL The CITY agrees to make available to the CONSULTANT all drawings, spe6ifi- · cations and other existing documents pertaining to the 'project. - - SECTION 8: INSURA~NCE The. CONSULTANT agrees to pr6vide and maintain the following insurance during the completion of Phase 1: 1. Workers' Compensation as required by law. 2. Comprehensive General Liability Insurance with limits not less than $100,000 each occurrence. 3. Comprehensive Automobile Liability Insurance, with limits not less than $300,000 each occurrence and $50,000 property'damage liability for each occurrence. 4. Professional Liability Insurance, with limits not less than'$100,O00 for any one claim. As evidence of said coverage for Phase 1 the CONSULTANT shall forward Certificates of Insurance, upon request, which shall include a provision for a cancellation notice of not less than thirty (30) days, directed to the CITY. Further, the CONSULTANT shall, upon request, submit for inspec- tion any such insurance policies to the CITY. Page 3 of 14 Insurance fo~ work completed under Phase~2, Phase.3, Phase 4 a~d Phase 5 shall be determined upon the completion of Phase 1 and prior to the commencement of Phase 2. SECTION 9: RESPONSIBILITY; INDEMNIFICATION CONSULTANT shall indemnify, save harmless, and at CITY'S request, defend CITY, its employees, agents, and representatives from and against all . claims, demands, actions, causes of action, losses, damages, liabilities, costs and expenses including reasonable attorney's fees or obligations, for or in connection with injury or damage to any person or property which arises out of or is in any way connected with the negligent act,'error or omission of CONSULTANT and its agents, subcontractors, or employees as a result of CONSULTANT'S rendition Of services under ~his Agreement. · . SECTION 10' USE OF SUBCONTRACTORS . The CONSULTANT is permitted to subcontract professional stru6tural desigm services with the firm of Glenn Nelson Engineers and to sub6on~ract pro- °fe~sional mechanical and electrical design services with the firm of Design . Engineering Services for the execution of this work. UnleSs written approval ~from the CITY is received, the CONSULTANT shall not subcontract any services other than those specifically noted in this Agreement, and except for service firms engaged in reproduction, typin~ and printing'i CONSULTANT shall be sot~ly ~esponsible for reimbursing' any subcontractors and the CITY shall have no obligation to them. SECTION 11: ASSIGNMENT' CONSULTANT shall not assign any of its rights nor transfer any ~Qf its obligations under th'is Agreement without the prior written consent of the CITY. SECTION 12: ADDITIONAL SERVICES CONSULTANT may perform Additional Services, other than those stipulated in the attached Exhibit A, if requested By the CITY. CONSULTANT shall Page 4 of 14 not proceed with performance of such services without written Notice to Proceed. Compensation for any such Additional Services shall be as agreed to by both p~rties to this Agreement. SECTION 13: TERMINATION The CITY may terminate this Agreement upbn ten (10) days Written notice · to'the CONSULTANT in the event of substantial failure by the CONSULTANT to perform in accordance with the terms of this Agreement through no fault of the CITY. In the event of Termination, the CONSULTANT shall deliver to the CITY all work products completed to date, and shall be paid By the CITY for all services performed to date in accordance~with terms of the Agreement. IN WITNESS WHEREOF, duly authorized representatives of the CITY and the CONSULTANT have signed in confirmation of this Agreement as of the da~ and · year above written. - · CITY OF SOUTH SAN FRANCISCO 4'00 Grand Avenue South San'Francisco, CalifOrnia 94080 (Typed name) (Title) (Typed name) (Title) Page 5 of 14 ATTEST ~ity Clerk GROUP 4/ARCHITECTURE, RESEARCH AND PLANNING, INC. 467 Forbes Boulevard South San Francisco, California 94080 Julian D. Munoz Vice President Page 6 of 14 EXHIBIT A OUTLINE OF SCOPE OF SERVICES Phase 1: Feasibility Study (see attached Exhibit B: SCOPE OF SERVICES - PHASE 1) Phase 2: Design Development Based on the approved Feasibility Study, the CONSULTANT team will prepare drawings, pictorial renderings and other documents which will describe the architectural design. The mechanical/ electrical and structural systems will be described. Specific tasks ~{11 include: - Preliminary Floor Plans - Outline Specifications - Preliminary Construction Cost Estimate · - Preliminary Construction Schedule Phase 3: Construckion Documents The Contract DocUments will provide complete descriptions of all work involving the architectural, structural, mechanical, electrical and fire safety systems for all elements of the Project. ~he documents will describe, locate, dimension, as well as give the physical properties, performance characteristics, workmanship and all other pertinent information relating these components. Specific tasks will include: -'Final Design Drawings - Constkuction Specification - Final Construction Cost Estimate Page 7 of 14 ' Phase 4: Bidding Du~ing the Bidding Phase, the design team will provide City Staff with advice and consultation on an as-required basis. Specific assistance and service would include: .~ - Holding a Pre-Bid Conferenc~ - Answering questions of prospective bidders on the Co~tract Documents - Assistance~with Bid Review or Analysis and Recommendation - Preparation of Amendments to the Contract Documents'to clarify or add Changes Phase 5: Construction Administration The Construction Administration Services are those services of the CONSULTANT required to assure construction performance, and to admimister and monitor the construction contractor. These services wOuld include: - Pre-ConstructiOn activities --Additional architectural/engineering services as required for clarification of the Contract Documents - Review La~oratory Reports, Mill Certificates and other Reports - Provide Field Inspection as required to monitor contractor's performance - Construction contract change control - Review of Shop Drawings and other submittals Page 8 of 14 EXHIBIT B SCOPE OF SERVICES - PHASE 1 Feasibility Study An analysis of the existing buildings will be conducted. A concise statement of the spatial requirements, both existing and proposed, will be. developed based on interviews and input with key City staff. Design concepts will be presented and evaluated and printed in final form for City review and for selection of appropriate alternative. I. Feasibility Study A.- Building/System Review 1. Site visits 2. Maintenance personnel interviews 3. 'Review of past renovation work B. Program Development 1. Interview with the following departments/divisions: a. City Attorney b. Purchasing c. Finance d. Print shop e. Planning f. Building g. Engineering h. City Treasurer i. City Clerk 2. Review spatial requirements a. Existing b. Proposed 3.Prepare Program Draft Page 9 of 14 · C. Review of Program Draft 1. City }~nager 2. City Council D. Analysis of Existing Structures: City Hall and former Police Service Building - 1. Architectural 2. Structural 3. Mechanical 4. Electrical E. Formulation of.Design Concept Alternatives (including plan drawing, cost estimate range, rational and description) 1. Renovate two iower floors of City Hall and renovate former · Police Service'BUilding 2. East addition to City Hall 3. North addition to City Hall 4. New building . o F..Final Report 1. Introduction 2. Program 3. .Design Concept. Alternatives 4. Recommendations 5. ReView Final Report with City Staff and City Council page 10 of 14 EXHIBIT C ESTIbt~TE OF FEE }~nimumRenovation: $400,000 Renovation: Maximum Renovation: This'estimate is based oh a minimal' renovation of the first and second floors of the City Hall building and the former Police Services Building with no structural upgrading and little or no electrical, and mechanical upgrading.~ The assumed construction budget is $300,000. This estimate is based on a renovation · of the first and second floors-of the City Hail building and the former Police Services Building. Little or no electrical, mechanical or structural work will be done to the City Halll The former Police Services Building 'will have a new HVAC system installed and minor electrical, and structural upgrading. The assumed construction budget is $400,000. This estimate is based on extensive archi- tectural, mechanical, electrical and struc- tural renovation to the former Police Services · Building. The work would include removal of interior non-bearing concrete walls and the installation of' new HVAC-.system. The first and second floors of the City Hall would be completely renovated. Modifications to the existing electrical and mechanical system will be made to increase operating efficiency. The assumed construction budget is $750,000. Page 11 of 14 New Building: This estimate assumes a new 10,000 square foot Office building and renovation to the first and second floors of the City Hall building. The assumed construction cost of the new building is $1,000,000. The assumed construction cost for the renovation of the City Hall is $250,000. The fee estimated. assumes 7% of the construction cost of the new building and 11% of the construction cost of the renovation work. Page 12 of 14 PHASE RENOVATION FEE RANGE Minimum Maximum ESTIMATE FOR $400,000 RENOVATION ESTIMATE FOR NEW BUILDING AND PARTIAL RENOVATION TO CITY I~LL A. Feasibility Study B. Design Development C. Contract Documents D. Bidding E. Construc. Administration $ 5,930. $ 5,930. 4,000. 10,000. 12,000. 40,000. 500. 2,000. 4,000. 18,000. $ 5,930, 6,000. 25,000. 1,000. 7,000. $ 5,930. 29,250. 43,850. 4,875. 19,500.~ EXHIBIT D REI~fBURSABLE EXPENSES - PHASE 2 THROUGH PHASE 5 Reimbursable Expenses fo~ in-house services such as reproduction will be charged at direct cost and shall not exceed Two Hundred Fifty Dollars ($250.00). Reimbursable Expenses for outside services such as long distance telephone calls and reproduction will be charged at direct cost, plus five (5) percent and shall not exceed Seven Hundred Fifty Dollars (0750~00). The .. CONSULTANT will include receipted bills or other documents, reasonably · required by the CITY. Page 14 of 14