HomeMy WebLinkAbout04/11/1994, 4 - RECREATION OFFICE BUILDING AT THE EMERSON SCHOOL SITE �����II�N�I�YIIIIII��I II M I)dG CTE:
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COUNCIL AGENDA REPORT �I
FROM: Recreation Office Building Subcommittee
SUBJECT: Recreation Office Building at the Emerson School Site
CAO RECOMMENDATIONS:
By motion,
1) Approve the "Project Plan for Development of a Recreation Office Building"
2) Authorize staff to distribute the "Request for Proposals to Design a Recreation Office
Building, Specification No. 94-13A"
DISCUSSION:
Background
In November 1990 the City entered into a purchase agreement to buy the Emerson School
property for a new fire station and recreation office building. In October 1992 escrow closed
and title passed to the City. In February 1993 the Council authorized negotiations to buy a
better site at Broad and Santa Barbara Streets owned by Southern California Gas Company.
In June 1993 the Council approved purchase of the gas company property and eliminated the
recreation office building portion of the project at this new site. In December 1993 the
Council decided to keep the Emerson property for recreation uses and demolish the existing
buildings. The Council also appointed a subcommittee to determine the feasibility of
building a new recreation office building at the Emerson site. '
Subcommittee Findings
To provide for future parking development, in February 1988 the City used bond issue
proceeds to buy the 860 Pacific property for $445,000. (Debt service has been paid from the
general fund.) To avoid paying rent at the old junior high school, the recreation offices
immediately moved into the building at 860 Pacific, an older residence which had been
converted to office space. Although these new quarters were crowded and inefficient, they
were also considered temporary, pending development of new permanent offices. As the
Downtown Centre is completed and the local economy begins to fully recover from the
current recession, there will be increasing pressure to develop additional downtown parking.
For that purpose the parking program will probably need the 860 Pacific site in the next few
years, and the recreation offices will need another location, preferably downtown and
preferably.permanent. Visibility, convenience, and availability make the Emerson site an
excellent location, and the only one available.
The attached project plan lays out the scope, objectives, costs, financing, and schedule for
developing a new recreation office building at the Emerson site. This plan shows that such a
city of San tins OBISpo
NijS COUNCIL AGENDA REPORT
building would need about 4,000 square feet and cost about $439,000.
Hiring an Architect
In 1992 the City requested qualifications from 104 architects to design the new fire station
and the new recreation offices on the Emerson site. 14 firms responded, and the Council
qualified the following eight firms:
Barasch Architects
BFGC Architects Planners
Courtney Architects/Patrick Sullivan Associates
Bruce Douglas Fraser
Grant Pedersen Phillips Metsch Sweeney Architects
James Maul & Associates
Ross Levin Maclntyre & Varner Architects
RRM Design Group
The "Request for Proposals to Design a Recreation Office Building, Specification No. 94-
13A" would invite these eight firms to submit proposals which would include conceptual
designs for the recreation office building. A review committee would evaluate these
proposals and conceptual designs based on how.well they addressed project objectives and
neighbors' concerns. The Council would then award the successful architect a contract to
prepare schematic design and construction documents. As soon as the contract were
executed, the architect could submit the already completed conceptual design for ARC
review. This strategy makes sense for several reasons:
■ These architects are already familiar with the project.
■ The City has already qualified these architects for this work.
■ In submitting their qualifications, these architects all carefully studied and documented
the historical and architectural character of the surrounding neighborhood.
■ Development time could be reduced by two or three months.
Citizen Participation
The Emerson site lies within the Old Town historical district and adjacent to architecturally
significant buildings like the Biddle House and St. Stephen's Episcopal Church. As the City
prepares to develop this property, nearby residents are naturally concerned about preserving
historically significant site features and constructing a project which enhances the architectur-
al character of the surrounding neighborhood. For these reasons staff has tentatively
scheduled a meeting with the neighbors on April 27, 1994 to answer questions and receive
comments about the project. The architects invited to submit proposals will also be invited
to attend this meeting as observers to familiarize themselves with the neighbors' concerns
before preparing.their proposals and conceptual designs.
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�llll@II�I` city Of San LUIS OBI SPO
COUNCIL AGENDA REPORT
FISCAL IMPACT
Budget
There are three prospective sources of money to pay for the $439,000 estimated project cost.
Selling the 860 Pacific property to the parking fund for future expansion of the adjacent
parldng garage would bring in perhaps $250,000 (the sales price less remaining debt). Also,
there is $65,000 of existing net annual debt service on the 860 Pacific Street property. If
this debt service were dissolved through sale to the parking fund (or if the parking fund
simply assumed the debt), there would be $65,000 more available each year to the general
fund. Accumulating a little over two years of this annual savings would provide enough
additional money to pay for development of the recreation offices building. And finally,
there is currently $47,000 budgeted for design of the recreation administration offices. In
summary:
Proceeds from sale of the 860 Pacific building $250,000
Two years savings on existing debt service 142,000
Recreation admin offices design budget 47
Total $439,000
Estimated architectural fees are $33,000. Also, estimated appraisal fees to establish the
value of the 860 Pacific property are $5,000. The $47,000 already appropriated should
cover these two expenses. Construction appropriations should take place with adoption of
the 1994/95 budget.
Project Cost-Effectiveness
The recreation offices will have to vacate the 860 Pacific building eventually, and there are
no other suitable existing City facilities. The existing Fire Station No. 1 has extensive
seismic safety problems that would not be cost-effective to repair. The retail portions of the
Marsh Street Parldng Garage are under long term lease and bring in a minimum of $128,000
annually in rental income. Considering this situation, does it make more financial sense to
construct a new building on the Emerson site, build on another site not yet owned by the
City, or rent space? The following calculations show the annual costs over 20 years of these
three options. These calculations do not consider opportunity cost or inflation.
The annual amortized cost of constructing a new building on the Emerson site would be
$22,000 ($439,000 building cost divided by 20 years).
The annual amortized cost of constructing a new building on a site not yet owned by the City
would be $32,500 ($439,000 building cost plus $210,000 land cost divided by 20 years).
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����� ��Illll��p �► city of San Luis osIspo
COUNCIL AGENDA REPORT
The annual cost of renting 4,000 square feet of equivalent office space would be $52,800
(4,000 square feet times $1.10 per square foot per month times 12 months).
Constructing a new building on the Emerson site is the least expensive way to provide
convenient, flexible, and productive recreation offices.
ATTACEMENTS:
"Project Plan for Development of a Recreation Office Building"
"Request for Proposals to Design a Recreation Office Building, Specification No. 94-13A"
G:W MIMECOFF3
PROJECT PLAN
FOR
DEVELOPMENT OF A RECREATION OFFICE BUILDING
GENERAL PROJECT SCOPE
■ Construct a 4,000 square foot office building using about 15,000 square
feet at the corner of Nipomo and Pacific Streets on the old Emerson School
site
■ Construct various required building site improvements (driveways, curbs,
parking lot, irrigation, landscaping)
■ Plan for future improvement of the surrounding site
PROJECT OBJECTIVES
■ Improve public awareness about recreation services
■ Improve service to recreation customers
■ Provide flexible long term workspace for recreation administration
■ Improve the productivity of recreation employees
■ Enhance the architectural character of the surrounding neighborhood
■ Set a positive example for responsible energy and water use
■ Ensure that the project does not hinder recreation development for the
balance of the Emerson School site
PRELIMINARY PROJECT COST ESTIMATE
Building Construction $303,000
Site Improvement 27,000
Fumishings 71,000
Appraisal of the 860 Pacific property 5,000
Architect Fees 33,000
Total $439,000
,
PROJECT FINANCING SOURCES
There are three prospective sources of money to pay for the $439,000 estimated
project cost. Selling the 860 Pacific property to the parking fund for future
expansion of the adjacent parking garage would bring in perhaps $250,000 (the
sales price less remaining debt). Also, there is $65,000 of existing net annual debt
service on the 860 Pacific Street property. If this debt service were dissolved
through sale to the parking fund (or if the parking fund simply assumed the debt),
there would be $65,000 more available each year to the general fund. Accumulat-
ing a little over two years of this annual savings would provide enough additional
money to pay for development of the recreation offices building. And finally, there
is currently $47,000 budgeted for design of the recreation administration offices.
In summary:
Proceeds from sale of the 860 Pacific building $250,000
Two years savings on existing debt service 142,000
Recreation admin offices design budget 47.000
Total $439,000
PROJECT SCHEDULE
04/05/94 The Council approves the project plan and authorizes an RFP.
04/13/94 Staff distributes an RFP inviting eight prequalified architects to submit
proposals which include conceptual designs.
04/25/94 Staff conducts a preproposal meeting with the architects.
Staff conducts a meeting to solicit comments from neighbors about-
the project; the architects attend as observers.
05/11/94 The architects present proposals which include conceptual designs
and prices to prepare schematic design and construction documents.
05/13/94 The review committee recommends an architect.
06/07/94 The Council awards the design contract.
06/21/94 The architect and the CAO execute the contract documents.
07/05/94 The architect presents the conceptual design to the ARC.
08/01/94 The architect presents the schematic design to the ARC.
08/15/94 The architect submits the construction documents for plancheck.
10/04/94 The Council approves plans and specifications and authorizes staff to
advertise for bids.
11/09/94 The CAO awards the construction contract.
01/05/95 Construction begins.
06/30/95 Construction ends
07/17/95 The building opens.
SPACE NEEDS
AREA
STD. T# NEEDED
FT. SQ. FT. SQ. FT.
SQ. FT. # NEEDED # NEEDED
DIRECTOR OFFICE 144 1 144 1 144 1 144
SUPERVISOR/MANAGER OFFICE 126 2 252 3 378 4 504
COORDINATOR WORKSTATION 51 8 408 10 510 14 714
SECRETARY/OFFICE ASST. WORKSTATION 51 3 153 3 153 3 153
TEMPORARY EMPLOYEE WORKSTATION 36 2 72 2 72 2 72
LOBBY 200 1 200 1 200 1 200
LARGE CONFERENCE ROOM 300 1 300 1 300 1 300
SMALL CONFERENCE ROOM 126 1 126 1 126 1 126
BREAKROOM 126 1 126 1 126 1 126
TOILET ROOM 90 2 180 2 180 2 180
STORAGE AREA 150 1 150 1 150 1 150
COPIER/MAILBOX/PC FILE SERVER AREA 120 1 120 1 120 1 120
FILE AREA 120 1 120 1 120 1 120
MECHANICAL/ELECTRICAL ROOM 150 1 150 1 150 1 150
SUBTOTAL 2,501 2,729 3,059
CIRCULATION @ 20% 500 546 612
CORE @ 10% 250 273 306
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'. � u.,�s :.Y a a4gK�;q};�,.�:cx.'f... .:..i�,s...:,.:n..: 9S•: 9... ro,.>., ..*: ::.;,.. ..c?n::.3:£>':#:8£' ;
USE OF SYSTEMS FURNITURE
Calculations of space needs and building size are based on the use of systems
furniture. Since first installing systems furniture in 1988, the City has realized the
following important benefits:
■ Rearrangement and expansion can be accomplished fairly quickly and
economically. .
■ Systems furniture takes up about 15 percent less floor space than conven-
tional furniture, reducing construction costs.
■ Electrical, communication, and computer network circuits are built into the
system furniture panels, eliminating hazards and reducing construction
costs.
■ Standard office and workstation configurations can be tailored for specific
operating, storage, and lighting needs.
Using systems furniture would extend these benefits of flexibility, construction
economy, and workstation productivity to the new recreation offices building.
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NOTICE OF
REQUEST FOR PROPOSALS
TO DESIGN A RECREATION OFFICE BUILDING
SPECIFICATION NO. 94-13A
The City of San Luis Obispo invites you to present a proposal to design a recreation office building according to
Specification No. 94-13A, which is attached.
Proposers shall present and submit their proposals on May 11, 1994 in the Council Hearing Room at City Hall,
990 Palm Street, San Luis Obispo, California. Presentation times shall be assigned at a preproposal meeting to
be held at 3:00 p.m. on April 25, 1994 in the Council Hearing Room at City Hall, 990 Palm Street, San Luis
Obispo, California.
Additional information may be obtained by calling David Elliott at (80S) 781-7209.
1
Request for Proposals
to Design a Recreation Office Building
Specification No. 94-13A
TABLE OF CONTENTS
A. Project Description
General Project Scope 1
Project Objectives
Space Needs
Typical Office/Workstation Layouts
Site Map
B. Description of the Architect's Work 5
Schematic Design Preparation
Construction Documents Preparation
Bid Assistance
Construction Administration
C. General Terms and Conditions 6
Proposal Requirements
Contract Award and Execution
Contract Performance
D. Special Terms and Conditions 9
Preproposal Meetings
Proposal Presentation
Proposal Content
Proposal Evaluation and Selection
Schedule
E. Form of Agreement 10
F. Insurance Requirements 12
G. Proposal Submittal Forms 13
Bid Form
Specification Deviations
References
Statement of Bidder's Past Contract Disqualifications
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A. PROJECT DESCRIPTION
1. General Project Scope.
a. constant a 4,000 square foot office building using about 15,000 square feet at the corner of
Nipomo and Pacific Streets on the old Emerson School site
b. construct various required building site improvements (driveways, curbs, parking lot, irriga-
tion, landscaping)
C. plan for future improvement of the surrounding site
2. Project Objectives.
a. improve public awareness about recreation services
b. improve service to recreation customers
C. provide flexible long term workspace for recreation administration
d. improve the productivity of recreation employees
e. enhance the architectural character of the surrounding neighborhood
f. set a positive example for responsible energy and water use
g. ensure that the project does not hinder recreation development for the balance of the Emerson
School site
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3. Space Needs.
AREA . .. MCA
»::...
STD. SQ. FT. SQ. FT. SO. FT.
SQ. FT. # I NEEDED # NEEDED # NEEDED
DIRECTOR OFFICE 144 1 144 7 144 1 144
SUPERVISOR/MANAGER OFFICE 126 2 252 3 378 4 504
COORDINATOR WORKSTATION 51 8 408 10 510 141 714
SECRETARY/OFFICE ASST. WORKSTATION 51 3 153 3 153 3 153
TEMPORARY EMPLOYEE WORKSTATION 36 21 72 2 72 2 72
LOBBY 200 1 200 1 200 1 200
LARGE CONFERENCE ROOM 300 1 300 1 300 1 300
SMALL CONFERENCE ROOM 126 1 126 - 1 126 1 126
BREAKROOM 126 1 126 1 126 1 126
TOILET ROOM 90 2 180 2 180 2 180
STORAGE AREA 150 1 150 1 150 1 150
COPIER/MAILBOX/PC FILE SERVER AREA 120 1 120 1 120 1 120
FILE AREA 120 1 120 1 120 1 120
MECHANICAL/ELECTRICAL ROOM 150 1 150 1 150 1 f 150
SUBTOTAL 2,501 2,729 3,059
CIRCULATION @ 20% 500 546 612
CORE @ 10% 250 273 306
2
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t
4. Typical Office/Workstation Layouts.
1/4* = 1'-0"
Coordinator/Secretary j
Workstation
Supervisor/Manager
Office
D i
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D
• I
DD
__..__.._ . Temporary Employee
Workstation
Director Office
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s. Site Map.
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Imp
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City Or VICINITY MAP
i San JUIS OB1SP O 1341 HIPOMO &TRUT
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B. DESCRIPTION OF THE ARCHITECT'S WORK
1. Schematic Design Preparation.
a. present to the Architectural Review Commission the conceptual design submitted with the
proposal
b. incorporating Architectural Review Commission recommendations on the conceptual design,
prepare and submit schematic design products (site plans, floor plans, elevations, furnishing
plans, presentation materials, preliminary construction cost estimates) within the time listed on
the accepted proposal
C. provide all special services (e.g., soils testing, surveying) needed for schematic design
d. present the schematic design to the Architectural Review Commission, if required
2. Construction Documents Preparation.
a. incorporating Architectural Review Commission recommendations on the schematic design,
prepare and submit construction drawings on 24" X 36" mylar sheets furnished by the City
within the time listed on the accepted proposal
b. prepare and submit non-proprietary construction specifications in the long-form CSI three-part
format for incorporation into the City's standard construction contract document within the
time listed on the accepted proposal
C. provide all special services (e.g., soils testing, surveying) needed for construction documents
preparation
d. resolve any conflicts between the construction specifications and the general provisions of the
City's standard construction contract document
e. correct the construction drawings and specifications as required for the City to obtain a
building permit
f. prepare a final construction cost estimate
3. Bid Assistance.
a. attend the pre-bid walk-through and meeting
b. prepare addenda as required to clarify construction documents
4. Construction Assistance.
a. attend the pre-construction meeting
b. attend weekly job-site meetings
C. conduct weekly job-site observations
d. submit weekly job-site observation reports
e. provide written responses to requests for information
f. assist in contract change order preparation
g. review submittals required from the construction contractor
It. complete record documents by transferring as-built information to the original construction
drawings
NOTE: The City shall provide all special services (e.g., soils testing, surveying)needed during construction
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C. GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (proposer) shall
meet all of the terms and conditions of this specification. By virtue of its proposal submittal, a
proposer acknowledges agreement with and acceptance of all provisions of this specification.
2. Proposal Presentation and Evaluation. Proposals shall be presented and evaluated according to the
procedures in Section D of this specification.
3. Communications. All timely requests for information submitted in writing will receive a written
response from the City. Telephone communications with City staff are not encouraged, but will be
permitted. However, any such oral communication shall not be binding on the City.
CONTRACT AWARD AND EXECUTION
4. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60
calendar days for examination and comparison. The City also reserves the right to waive nonsubstan-
tial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a
proposal and accept the other, except to the extent that proposals are qualified by specific limitations,
and to make award to the best proposer as the interests of the City may require. See the Section D of
this specification for other proposal evaluation and award criteria.
5. Competence and Responsibility of Proposers. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of proposers and their subcontractors.
Proposers will provide, in a timely manner, any and all information which the City deems necessary to
make such a decision.
6. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of
contract award (or if its suppliers or subcontractors are experiencing such a labor action), the City
reserves the right to declare said proposer is no longer the best proposer and to accept the next
acceptable proposal from a proposer that is not experiencing a labor action, and to declare it to be the
best proposer.
7. Agreement Requirement. The proposer to whom award is made (the Architect) shall execute a
written agreement with the City within ten calendar days after notice of the award has been sent by
mail to it at the address given in its proposal. The agreement shall be made in the form adopted by the
City and incorporated into Section E of this specification.
8. Failure to Accept Agreement. If the Architect fails to enter into the agreement the award will be
annulled and an award may be made to the next best proposer who shall fulfill every stipulation as if it
were the party to whom the first award was made.
9. Insurance Requirements. The Architect shall provide proof of insurance in the form, coverages, and
amounts specified in Section F of this specification within ten calendar days after notice of agreement
award as a precondition to agreement execution.
10. Business Tax. The Architect most have a valid City of San Luis Obispo business tax certificate prior
to execution of the agreement. Additional information regarding the City's business tax may be
obtained by calling (805) 781-7134.
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PERFORMANCE
11. Ability to Perform. The Architect warrants that it possesses, or has arranged through subcontracts, all
capital and other equipment, labor, materials, and licenses necessary to carry out and complete the
work of this specification in compliance with any and all federal, state, county, city, and special district
laws, ordinances, and regulations.
12. Laws to be Observed. The Architect shall keep itself fully informed of and shall observe and comply
with all applicable state and federal laws and county and City of San Luis Obispo ordinances,
regulations and adopted codes during its performance of the work.
13. Payment of Taxes. The agreement prices shall include full compensation for all taxes which the
Architect is required to pay.
14. Permits and Licenses. The Architect shall procure all permits and licenses, pay all charges and fees,
and give all notices necessary to perform the work described in Section B of this specification.
15. Immigration Act of 1986. The Architect warrants on behalf of itself and all subcontractors engaged
for the performance of this work that only persons authorized to work in the United States pursuant to
the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the
performance of the work hereunder.
16. Architect Non-Discrimination. In the performance of this work, the Architect agrees that it will not
engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment
of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion
of such persons.
17. Work Delays. Should the Architect be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire,
earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to
federal government restrictions arising out of defense or war programs, then the time of completion
may, at the City's sole option, be extended for such periods as may be agreed upon by the City and the
Architect. In the event that there is insufficient time to grant such extensions prior to the completion
date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages
which may have accrued for failure to complete on time, due to any of the above, after hearing
evidence as to the reasons for such delay, and making a finding as to the causes of same.
18. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and
acceptance by the City of the materials, supplies, equipment, or services provided by the Architect (Net
30).
19. Inspection. The Architect shall furnish City with every reasonable opportunity for City to ascertain
that the services of the Architect are being performed in accordance with the requirements and
intentions of this specification. All work done and all materials famished, if any, shall be subject to
the City's inspection and approval. The inspection of such work shall not relieve the Architect of any
of its obligations to fulfill its agreement requirements.
20. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by the Architect in preparing its invoices to City as a condition precedent to any
payment to the Architect.
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21. Interests of the Architect. The Architect covenants that it presently has no interest, and shall not
acquire any interest direct or indirect or otherwise, which would conflict in any manner or degree with
the performance of the work hereunder. The Architect further covenants that, in the performance of
this work, no subcontractor or person having such an interest shall be employed. The Architect
certifies that no one who has or will have any financial interest in performing this work is an officer or
employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder,
the Architect shall at all times be deemed an independent contractor and not an agent or employee of
the City.
22. Hold Harmless and Indemnification. The Architect agrees to defend, indemnify, protect and hold the
City and its agents, officers and employees harmless from and against any and all claims asserted or
liability established for damages or injuries to any person or property, including injury to the Archi-
tect's employees, agents or officers which arise from or are connected with or are caused or claimed to
be caused by the acts or omissions of the Architect, and its agents, officers or employees, in perform-
ing the work or services herein, and all expenses of investigating and defending against same;
provided, however, that the Architect's duty to indemnify and hold harmless shall not include any
claims or liability arising from the established sole negligence or willful misconduct of the City, its
agents, officers or employees.
23. Agreement Assignment. The Architect shall not assign, transfer, convey or otherwise dispose of the
agreement, or its right, title or interest, or its power to execute such an agreement to any individual or
business entity of any kind without the previous written consent of the City.
24. Termination. If, during the term of the agreement, the City determines that the Architect is not
faithfully abiding by any term or condition contained herein, the City may notify the Architect in
writing of such defect or failure to perform; which notice must give the Architect a ten calendar day
notice of time thereafter in which to perform said work or cure the deficiency. If the Architect has not
performed the work or cured the deficiency within the ten days specified in the notice, such shall
constitute a breach of the agreement and the City may terminate the agreement immediately by written
notice to the Architect to said effect. Thereafter, neither party shall have any further duties, obliga-
tions, responsibilities, or rights under the agreement except, however, any and all obligations of the
Architect's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in
any manner waived by the termination thereof. In said event, the Architect shall be entitled to the
reasonable value of its services performed from the beginning date in which the breach occurs up to the
day it received the City's Notice of Termination, minus any offset from such payment representing the
City's damages from such breach. The City reserves the right to delay any such payment until
completion or confirmed abandonment of the agreement, as may be determined in the City's sole
discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the
Architect be entitled to receive in excess of the compensation quoted in its proposal.
25. Ownership of Materials. All original documents and other materials prepared by or in possession of
the Architect as part of the work or services under this specification shall become the permanent
property of the City, and shall be delivered to the City upon demand.
26. Release of Reports and Information. Any reports, information, data, or other material given to,
prepared by or assembled by the Architect as part of the work or services under this specification shall
be the property of City and shall not be made available to any individual or organization by the
Architect without the prior written approval of the City.
27. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications, or any other material in addition to what the Architect is required to furnish in limited
quantities as part of the work or services under this specification, the Architect shall provide such
additional copies as are requested, and City shall compensate the Architect for the costs of duplicating
such copies at the Architect's direct expense.
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D. SPECIAL TERMS AND CONDITIONS
1. Preproposal Meetings. A preproposal meeting will be held at 3:00 p.m. on April 27, 1994 in the
Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo, California, to answer any
questions that prospective proposers may have regarding this specification. Another meeting will be
held on the evening of April 27, 1994 at a time and place to be announced at the preproposal meeting,
to solicit comments about the project from neighbors in the Old Town area Prospective proposers are
encouraged to attend this neighborhood meeting as observers.
2. Proposal Presentation. Proposers shall present their proposals on May 11, 1994 in the Council
Hearing Room at City Hall, 990 Palm Street, San Luis Obispo, California. Presentation times shall be
assigned at the preproposal meeting.
3. Proposal Content. Proposals shall include the following documents:
a. conceptual design products(e.g., site plans, floor plans, elevations, furoishing plans, presenta-
tion materials) for the recreation offices in a form ready for architectural review
b. the proposal forms included in Section F of this specification
C. resumes for the designers to be assigned to the project
4. Proposal Evaluation and Selection. A review committee will evaluate the proposals based on the
following criteria:
a. quality of the proposal
b. responsiveness to project objectives
C. qualifications and experience of the designers to be assigned to the project
d. proposed compensation
e. proposed time for completion
Selection of the successful proposal and award of the agreement will not be based solely on proposed
compensation, but on a combination of factors as determined to be in the best interest of the City.
After evaluating the proposals and discussing them further with the proposers or the tentatively selected
Architect, the City reserves the right to further negotiate the proposed work, methods, and compensa-
tion.
5. Schedule.
Issue request for proposals 4/06
Conduct preproposal conference 4/25
Receive proposals and presentations 5/11
Complete proposal evaluation 5/13
Finalize staff recommendation 5/26
Award agreement 6/07
Execute agreement 6/21
Start work 6/22
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E. FORM OF AGREEMENT
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 the City, and [ ], hereinafter referred to as the Architect.
WITNESSETH:
WHEREAS, on April 6, 1994, the City requested proposals to design a recreation office building per
Specification No. 94-13A; and
WHEREAS, pursuant to said request, the Architect submitted a proposal which was accepted by the
City for furnishing said design 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 construction of the project is completed and accepted.
2. INCORPORATION BY REFERENCE. City Specification No. 94-13A and the Architect's
proposal presented on May 11, 1994 are hereby incorporated in and made a part of this agreement.
3. THE CITY'S OBLIGATIONS. For performing the work described in Section B of
Specification 94-13A, the City will pay and the Architect shall receive therefor the following payments:
$[ ] for Schematic Design Preparation
$[ ] for Construction Documents Preparation
$[ ] for Bid Assistance
$f 1 for Construction Assistance
$[ ] TOTAL COMPENSATION
4. THE ARCHITECT'S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by the City, the Architect agrees with the 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 Council of the 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.
10
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:
the City City Clerk
City of San Luis Obispo
P.O. Box 8100
San Luis Obispo, CA 93403
the Architect [ 1
[ 1
[ 1
[ 1
8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Architect 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: CITY OF SAN LUIS OBISPO,
A Municipal Corporation
Diane Gladwell, City Clerk John Dunn, City Administrative Officer
APPROVED AS TO FORM:
Jeffrey G. Jorgensen, City Attorney
ARCHITECT
11
F. INSURANCE REQUIREMENTS: Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries
to persons or damages to property which may arise from or in connection with the performance of the work
hereunder by the Contractor, its agents, representatives, employees, or subcontractors.
Minimum Scone of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code I (any
auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
11Tinimum Limits of Insurance Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If
Commercial General Liability or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the
required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and
approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles
or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor
shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense
expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
1. The City, its officers, officials, employers, agents and volunteers are to be covered as insureds as respects:
liability arising out of activities performed by or on behalf of the Contractor, products and completed
operations of the Contractor, premises owned, occupied or used by the Contractor, or automobiles owned,
leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope
of protection afforded to the City, its officers, official, employees, agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as
respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance
maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the
Contractor's insurance and shall not contribute with it.
3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties
shall not affect coverage provided to the City, its officers, officials, employees, agents or volunteers.
4. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is
brought, except with respect to the limits of the insurer's liability.
5. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended,
voided, cancelled by either party, reduced in coverage or in limits except after thirty(30)days' prior written
notice by certified mail, return receipt requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less
than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing mainte-
nance of the required insurance coverage. Original endorsements effecting general liability and automobile
liability coverage required by this clause must also be provided. The endorsements are to be signed by a person
authorised by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by
the City before work commences.
12
9
G. PROPOSAL SUBMITTAL FORMS
Attached are the following forms required by Specification 94-13A which must be submitted:
Proposal Form
Specification Deviations
Subcontractor List
To avoid possible disqualification,proposers should fill out all forms completely
13
�� �3
PROPOSAL FORM
PROPOSAL ITEM: DESIGN A RECREATION OFFICE BUILDING
SPECIFICATION NUMBER: 94-13A
The undersigned, who is authorized to represent the proposing firm and has carefully examined Specification
No. 94-13A, agrees to perform all of the work described in Section B of Specification 94-13A for the following
costs quoted in full:
Schematic Design Preparation $
Construction Documents Preparation
Bid Assistance
Construction Assistance
Total $
Signature of Authorized Agent Date
Name of Firm
Address
Telephone Number
TIMES FOR COMPLETION:
Schematic Design Preparation: calendar days after receiving written comments on the presentation of
conceptual design products to the Architectural Review Commission.
Construction Documents Preparation: calendar days after receiving written comments on the presenta-
tion of schematic design products to the Architectural Review Commission.
PROJECT ARCHITECT:
SPECIFICATION DEVIATIONS
Proposers must list below any proposed deviations from Specification No. 94-13A. Individual deviations should
reference section and paragraph numbers (e.g., A.6, C.3, B.21, etc.). Use additional sheets if necessary.
SUBCONTRACTORS
Proposers must list below any proposed subcontractors for work under Specification No. 94-13A. Use
additional sheets if necessary.
Subcontmdor No. l
Firm and Specialty:
Address:
Contact Individual: Phone No:
Subcontmetor No. 2
Firm and Specialty:
Address:
Contact Individual: Phone No:
Subcontmdor No. 3
Firm and Specialty:
Address:
Contact Individual: Phone No:
Subcontmdor No. 4
Firm and Specialty:
Address:
Contact Individual: Phone No:
Subcontractor No. S
Firm and Specialty:
Address:
Contact Individual: Phone No:
-
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