HomeMy WebLinkAbout01/04/1996, C-8 - DESIGN SERVICES FOR THE BUS MAINTENANCE FACILITY EXPANSION PROJECT����iul� I�Illllllull llul�l r p0 M / ING DATE-
city - 9 O
o san tuts OBIS
UNQ PO
AGENDA REPORT rrEAA N M7:
FROM: Michael D. McCluskey, Public Works Director
Prepared by: Bridget O. Fraser, Engineering Assistant
SUBJECT: Design Services for the Bus Maintenance Facility Expansion Project
CAO RECOMMENDATIONS:
By motion,
1) Award a contract to RNL/Interplan, Inc. in the amount of $35,000 for "Design Services: Bus
Maintenance Facility Expansion Project, Specification No. 96 -01A"
2) Authorize the CAO to execute the contract documents
3) Appropriate an additional $11,000 in federal grant revenue and state subventions to the project
account
DISCUSSION:
The proposed project would add one service bay and a bus washer /wash -water recovery system to the
City's bus maintenance building. This addition would increase service capacity and allow more
frequent washing of the SLO Transit fleet.
The original design of the maintenance building included four service bays, with one bay incorporating
a bus washer and wash -water recovery system. To save construction costs, the architect eliminated
two service bays and the bus washer. This smaller project was built in 1987 and was adequate for the
SLO Transit fleet at that time, which included eight buses. Since then, though, the SLO Transit fleet
has grown to 14 buses and two trolleys, and there is little room to perform timely service. Currently,
the transit contractor washes each vehicle weekly with a hose and hand -brush in the parking lot, a
labor - intensive process that wastes water. The adopted Short Range Transit Plan recommends washing
the front and back of each vehicle daily and the entire exterior weekly, but this level of attention is not
feasible with hand - washing.
On August 1, 1995, the Council approved a request for proposals for design services and authorized
staff to solicit proposals. On September 28, 1995, the Public Works office received and publicly
opened the four proposals submitted. After reviewing and ranking the proposals, staff interviewed the
top two firms on October 27, 1995. A contract has been negotiated with the top -ranked firm,
RNL/Interplan, Inc. from Los Angeles.
FISCAL IMPACT:
The engineer's estimate for this contract was $28,000. The negotiated contract cost is $35,000. The
total estimated project cost is $38,000, including $3,000 for contingencies.
����H�i�i►►plllllllllll1° ���lll MY Of san Luis OBISPO
Worms COUNCIL AGENDA REPORT
Meeting of January 2, 1996
Design Services: Bus Maintenance Facility Expansion Project
Page 2 of 2
total
amount appro- appro- additional
needed priation (l) priation (2) needed
Costs:
Design Services $38,000 $17,000 $11,000 $10,000
Revenue Sources:
FTA Section 9 Grant $30,400 $14,000 $ 8,000 $ 8,400
TDA Fund 7,600 3.000 3.000 1.600
$38,000 $17,000 $11,000 $10,000
(1) See page E -9 of the 1995/97 Financial Plan and pages 110 -114 of Appendix B to the 1995/97
Financial Plan
(2) Approved by the Council at its 8/15/95 meeting
If the additional appropriation is approved, Public Works will forward a budget amendment request to
Finance.
At this point in time, Staff anticipates minimal involvement by the Consultant during bidding and
construction. The contract allows for the City to use the Consultant on an hourly "as- needed" basis
during bidding and construction with the idea that the $3,000 contingency fund should be adequate for
covering any minimal Construction Administration costs. As the project progresses, if it becomes
evident that the City will require significant involvement from the Consultant during construction, then
a price for such services will be negotiated and an amendment to the contract and the budget will be
made.
NOTE: The proposals are available in the Public Works office for review.
ATTACTEMENT:
Original Contract
IAVW5118801e bat, December 12. 1895; Meeting of January 2. 1888
e- P -2-
day of
AGREEMENT FOR DESIGN SERVICES:
Bus Maintenance Facility Expansion Project
Specification No. 96 -01A
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this
by and between the CITY OF SAN LUIS OBISPO, a municipal
corporation, hereinafter referred to as the City, and RNL/Interplan, Inc. hereinafter referred to as the
Consultant.
WITNESSETH:
WHEREAS, on September 28, 1995, the City requested proposals for design services for the
Bus Maintenance Facility Expansion Project per Specification No. 96 -01A ; and
WHEREAS, pursuant to said request, the Consultant 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. 96-01A and the
Consultant's proposal dated on September 28, 1995 are hereby incorporated in and made a part of this
agreement, although this agreement and its attachments shall supersede any conflicting provisions in
the incorporated documents.
3. DEVIATIONS FROM SPECIFICATION AND /OR CONSULTANT'S PROPOSAL. The
deviations from Specification No. 96-01A and the Consultant's proposal, which are included as
Attachment A to this agreement, are acceptable to the City and the Consultant and are hereby made a
part of this agreement..
4. THE CITY'S OBLIGATIONS. For providing services as specified in this Agreement,
City will pay and Consultant shall receive therefor compensation as follows:
Phase 1 - On -site Design /Conceptual Design total lump sum not to exceed $6,564.00
Phase 2 - Schematic Design
Phase 3 - Construction Documents
Phase 4 - Permitting
total lump sum not to exceed
7,108.00
total lump sum not to exceed
17,505.00
total lump sum not to exceed
1,323.00
Reimbursables total lump sum not to exceed 2.500.00
TOTAL COMPENSATION: $35,000.00
5. THE CONSULTANT'S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by the City, the Consultant agrees with
the City to do everything required by this agreement and the said specification.
C- P -3
6. 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 Administrative Officer
of the City.
7. 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.
8. 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 Engineer
City of San Luis Obispo
955 Morro Street
San Luis Obispo, CA 93401 -3208
Consultant Patrick McKelvey, AIA
RNL/Interplan, Inc.
611 West 6th Street, Suite 350
Los Angeles, CA 90017
9. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Consultant 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 Clerk
APPROVED AS TO FORM:
Jeffrey G. Jorgensen, City Attorney
CITY OF SAN LUIS OBISPO,
A Municipal Corporation
John Dunn, City Administrative Officer
CONSULTANT
RNUlnterplan, Inc.
C- P /
DEVIATIONS FROM SPECIFICATION AND/OR PROPOSAL Attachment A
The following clauses are in addition to, a revision of, or a clarification of Specification No. 96-01A
and/or Consultant's proposal dated September 28, 1995. If a conflict arises between the following
clauses and Specification No. 96-01A and/or Consultant's proposal dated September 28, 1995, the
following clauses will prevail.
1. Extra Work/Work Out of Scope. If, at any time during the project, the Consultant is directed to
do work by the City and the Consultant believes that the work is outside of the scope of the
original contract, the Consultant shall inform the City's Project Manager immediately. If the
Project Manager and Consultant both agree that the work is outside of the project scope and is
necessary to the successful completion of the project, then a fee will be established for such
work based on Consultant's hourly billing rates as reflected in the Consultant's proposal or a
lump sum price agreed upon between the City and the Consultant. Any extra work performed by
Consultant without prior written approval from the City Project Manager shall be at Consultant's
own expense.
2. Consultant Invoicing. Services provided by Consultant will be performed on a lump sum basis.
Consultant shall submit monthly invoices based on percentage of each task completed.
Consultant may not bill for more than the contract amount designated for each task.
3. Order of work Consultant shall not progress to the subsequent tasks of work without approval
from the City's Project Manager.
4. Proposed Compensation. Consultants proposed compensation has been amended as follows:
Phase I On -site Design Session /Conceptual Design $6,564.00
Phase 2 Schematic Design 7,108.00
Phase 3 Construction Documents 17,505.00
Phase 4 Permitting 1,323.00
Reimbursables 2.500.00
TOTAL COMPENSATION: $35,000.00
Bidding and Construction Administration shall be on an "as needed" basis paid at the hourly
rate schedule included within the Consultant's proposal. Any services performed by the
Consultant during Bidding and Construction (i.e., clarifications, interpretations,etc.) which are a
result of errors or omissions on the plans or inadequacy of the design shall be considered as
included in the contract prices paid for Schematic Design and /or Construction Documents and
no additional compensation will be made. Services required due to changes, revisions, errors,
etc. of the construction contractor, manufacturers, vendors, etc. shall be compensated at the
hourly rate schedule included in the Consultant's proposal.
5. Permits and Licenses. General Terms and Conditions, Section 15, "Permits and Licenses ", of
the specifications shall be modified to read:
"The Consultant shall procure all permits and licenses, pay all charges and fees, and
give all notices necessary associated with and incidental to the lawful prosecution of the
services to be performed by the Consultant under this agreement; such as business
licenses, professional licenses, etc. The City shall procure, with the assistance of the
Consultant, all permits and licenses, and pay all charges and fees associated with the
project, such as Building Permits, Utility Hook -ups, etc.
Attachment A - Page 1
IC4 .00�
6. Hold Harmless and Indemnification. General Terms and Conditions, Section 26, "Hold
Harmless and Indemnification ", of the specifications shall be modified to read:
"Hold Harmless and Indemnification. The Contractor 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 Contractor's employees, agents or officers
which arise from or are connected with or are caused or claimed to be caused by the
negligent acts or omissions of the Contractor..."
7. Termination. General Terms and Conditions, Section 28, "Termination ", of the specifications
shall be modified to read:
"Termination. If, during the term of the contract, the City determines that the Contractor
is not faithfully abiding by any term or condition contained herein, the City may notify
the Contractor in writing of such defect or failure to perform; which notice must give the
Contractor a 10 (ten) business day notice of time..."
8. Ownership of Materials. Special Terms and Conditions, Section 10, "Ownership of Materials ",
of the Specifications shall be modified to read:
"Ownership and Use of Materials. All original documents and other materials prepared
by or in possession of the Consultant as part of the work or services under this
specification shall become the permanent property of the City following final payment to
the Consultant and shall be delivered to the City upon demand. The City shall not use
the Consultant's work for another project or at another site without written authorization
from the Consultant."
Attachment A - Page 2
67- P-G