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Home My WebLink About01/18/1994, C-4 - CONSULTANT SELECTION: CITY HALL HVAC IMPROVEMENTS PROJECTIIINIIIpNI�II'�IIIIII i °��I I ME I E G D c� "J o San Luis os�spo : 4- M NWMBER COUNCIL AGENDA REPORT FROM: Michael D. McCluskey, Public Works Director PREPARED BY: David Elliott, Administrative Anal Dave Smith, Building Maintenan Supe isor SUBJECT: Consultant Selection: City Hall HVAC Improvements Project CAO RECOMW ENDATION: By motion, 1) Award the agreement to complete the schematic design task of "Design Services: City Hall HVAC Improvements Project, Specification No. 93 -47" to Brummel Myrick & Associates in the amount of $9,300 2) Authorize the Mayor to execute the agreement DISCUSSION: At its meeting on October 19, 1993, the Council approved the "Request for Proposals for Design Services: City Hall HVAC Improvements Project, Specification No. 93-47" and authorized the City Administrative Officer to award the agreement if the cost were within the $17,000 budget. The RFP called for proposals on two major tasks: schematic design and construction documents. On November 29, 1993, staff received proposals from three firms at the estimated costs listed: 1) Lee & Associates Monterey, CA 2) Charles Mistretta & Associates Santa Barbara, CA 3) Brummel Myrick & Associates San Luis Obispo, CA Schematic Construction Design Documents $16,500 $30,000 $15,000 $33,000 $9,300 $23,600 Dave Elliott and Dave Smith independently reviewed and ranked the proposals, and concluded that Brummel Myrick was the best candidate based on all the evaluation criteria. FISCAL IMPACT: Brummel Myrick's proposed costs for schematic design and construction documents total $32,900. For two reasons staff recommends awarding only the schematic design task (for $9,300) at this time. First, there is only $17,000 budgeted for all the work. And second, the construction documents cost is difficult to estimate without knowing what the schematic design will be. (All the proposers remarked on this difficulty at the preproposal conference, and staff suspects that this uncertainty accounts for the high estimates submitted for construction documents.) The agreement anticipates later amendment to award the construction documents ��►�i��IIIIIIIIIU j��lll city of San LUIS OBIspo MiS COUNCIL AGENDA REPORT Consultant Selection: City Hall HVAC Improvements Project Page 2 task at a firmer cost after schematic design is completed and reviewed. Why are the estimated costs higher than the budget? Besides the uncertainties mentioned, the project scope has changed. Staff originally assumed that the project work would include removing the failing boiler at City Hall and replacing it with standard HVAC package units and ductwork, a fairly straightforward proposition. But staff later realized that inviting more imaginative and innovative solutions might result in a system which uses much less energy and is more cost - effective in the long run. Because more sophisticated solutions require more investigation and engineering at the beginning of the project, design costs are naturally higher. Staff is confident, though, that this extra work can pay off over the long term. Awarding this agreement will leave about $7,000 in the project budget. The construction documents task will cost more than that, although probably not as much as proposed. When the Council awards the construction documents task in the future, the additional money needed will come from savings available in other capital outlay fund project budgets. ATTACEMIENT: Agreement NOTE: Proposals are available for review in the City Clerk's office. G:%WPSMHHVAC2 AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and Brummel, Myrick & Associates, hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on October 25, 1993, City requested proposals for design services on the City Hall HVAC Improvements project, Specification No. 93-47; and WHEREAS, pursuant to said request, Contractor submitted a proposal which was accepted by City for said services; NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of said services. 2. INCORPORATION BY REFERENCE. Specification No. 93-47 and Contractor's proposal dated November 24, 1993 are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Contractor shall receive therefor, compensation for schematic design in a lump sum not to exceed $9,300, compensation for construction documents preparation in a lump sum to be negotiated after completion of schematic design and incorporated through amendment, and compensation for bid assistance and contract administration by an hourly rate specified in Contractor's accepted proposal. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specification. 5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective.only upon approval by the City Council of City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo P.O. Box 8100 San Luis Obispo, CA 93403 Contractor Brummel, Myrick & Associates 3562 Empleo Street, Suite A San Luis Obispo, CA 93401 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: Diane Gladwell, City Clerk APPROVED AS TO FORM: CITY OF SAN LUIS OBISPO, A Municipal Corporation By: Peg Pinard, Mayor 4 � �// 114 � Vic Z , " oil Z' V� G rg n, ity Attorney CONTRACTOR By: By: d_y -#