HomeMy WebLinkAbout04/21/1998, C8 - DESIGN SERVICES FOR THE MARSH STREET GARAGE EXPANSION I
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CITY OF SAN LUIS 0 B I S P 0
FROM: Mike McCluskey, Director of Public Workd*PA-
Prepared By: Keith Opalewski, Parking Manager
SUBJECT: DESIGN SERVICES FOR THE MARSH STREET GARAGE
EXPANSION
CAO RECOM MNDATION
1) Approve Request for Proposals (RFP) for design services for the Marsh Street Garage
Expansion, authorize soliciting of proposals, and authorize contract award by the CAO if the
selected proposal is within the engineer's cost estimate of$250,000.
2) Appropriate $38,000 from the unreserved parking fund working capital balance in order to
fully fund the engineer's estimate.
DISCUSSION
On November 21, 1997, the City Council certified the focused Environmental Impact Report
(EIR) for the Marsh Street Garage Expansion. This action was consistent with previous Council
directives to proceed with the expansion of the Marsh Street Garage. As a result, the next step in
the process is to hire a consultant to begin the design phase of the expanded facility.
Workscope
The proposed workscope for the RFP includes the full range of design services typically required
for this type of large-scale project. In addition to the mitigation measures formally approved as
part of the certified EIR, the design plan also includes the Council directive to develop a signage
plan to direct traffic away from nearby residential streets. The workscope would be a phased plan
that is highlighted as follows:
• Phase I Develop a work plan and schedule and conceptual design
• Phase II Preliminary design plan to the schematic level
• Phase III Final design for construction document production
• Phase IV Bidding and construction services assistance
Schedule
The time table for the design phase is to the award the contract by mid-June with the following
work schedule to complete the final design:
• Work'plan and schematic plans 60 days after executlarr :a.......
agreement
■ Aeslgn revlevr ani rlrim plans 150 days ager executrvn of agree�.ent
• final plans:and project processing;;;. 220 days ager exex loon a agreement
Council Agenda Report–RFP for Design Services
Page 2
The above time line is plausible because the expansion project does not require the design of
infrastructure(office and retail space) affiliated with the original garage project. Furthermore,this
proposed design schedule would allow the construction phase to begin in the Spring of 1999.
Given an estimated nine month construction period, it also provides for the critical deck concrete
to be poured during the dry months of July-September to eliminate any unnecessary delays for this
important phase of the construction.
FISCAL EWFACT
Funding for preliminary work on the Marsh Street Garage Expansion was approved by Council in
April of 1996. Specifically, $720,000 was allocated in the 1995-97 Capital Improvement Plan to
address appraisal and property negotiations and land acquisition ($450,000), and environmental
and architectural and design services ($270,000). To date, $58,000 of the $270,000 earmarked
for environmental and design work has been spent on the EIR. The remaining $212,000 is
available for the design component. The engineer's estimate for design services is $250,000.
The additional monies (+$38,000) to fund the engineer's cost estimate would come from the
unappropriated parking fund balance, which is in excess of$2.2 million.
ALTERNATIVES
The RFP workscope can be modified to reflect additional concerns of the City Council if so
desired. Furthermore, the staff recommendation does not commit the City to the actual
construction of the expanded facility, which would return to Council for final approval.
Attachment: Section A from RFP Package
Council Reading File—Complete Specification Package for RFP
carmssrfpdesign
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Specification No. 510.9684.521.552
TABLE OF CONTENTS
A. Description of Work 1
Introduction
Project Description and Location
Summary of Project Objectives
Scope of Work by Consultant
Duties of the City
B. General Terms and Conditions 7
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 12
Submittal of References
Statement of Contract Past Disqualifications
Proposal Content
Proposal Evaluation and Selection
Proposal Review and Award Schedule
Ownership of Materials
Release of Reports and Information
Copies of Reports and Information
Required Deliverable Products
Attendance at Meetings and Hearings
D. Agreement 16
E. Insurance Requirements 18
F. Proposal Submittal Forms 20
Proposal Submittal Summary
References
Statement of Past Contract Disqualifications
Section A
DESCRIPTION OF WORK
INTRODUCTION
The City of San Luis Obispo wants to hire a qualified Consultant to design an expanded parking structure
in downtown San Luis Obispo (see Vicinity Map, figure 3-2). Project to include all related improvements
associated with garage, such as; lighting, landscaping, irrigation, required frontage improvements, etc.
Consultant will be required to provide comprehensive services to process this project from preliminary
design through construction. Such services shall include preparing conceptual designs, including review of
and recommendation for appropriate modification of entry, exit and internal circulation, and preliminary
cost estimates; and processing project through City, County, and State agencies; preparing construction
plans, specifications and bid. documents; assisting during bid process and providing inspection during
construction.
PROJECT DESCRIPTION AND LOCATION
1. Project Location. Located approximately half a mile south of U. S. Highway 101, the proposed
parking structure expansion site is on the edge of the City's commercial core, on the southeast
comer of a block bounded by Marsh,Morro, Pacific and Chorro Streets (see Site Plan, figure 3-3).
The address of the property is 860 Pacific Street.
Existing land uses an the site include a vacant building, which was most recently used as a City
Recreation Department office, some surface parking areas, the Mission Medical Clinic surface
parking lot, and United States Post Office property, which consists of a surface parking lot and
loading area. There are approximately 15 trees on the site, including ash and cypress trees.
Adjacent land uses include the existing Marsh Street Garage parking structure, a fiaternal meeting
ball, retail uses,the Post Office, a title company, a church, a parking lot,and office uses. With the
exception of the existing garage and the fraternal meeting hall, both of which are located on the
same block as the proposed structure,most buildings in the vicinity of the project site are one story
in height.
The proposed project is an expansion of the existing Marsh Street garage. This proposed
expansion would extend to the east of the existing parking structure and would be located directly
to the south of the Post Office. The proposed expansion would be similar in architectural form to
the existing garage and, like the existing garage,would include four levels. The structure would be
approximately 41 feet in height,with parapets extending the building height to as much as 48 feet.
Due to entry and exit ways that would be built to connect the proposed addition and the existing
parking structure, it is anticipated that the existing structure would lose approximately 20 spaces.
Figures 3-7 and 3-8 are conceptual drawings of the ground level and upper levels, respectively.
The upper three levels are each anticipated to add approximately 108 spaces at total buildout. This
would bring the total number of spaces at the Marsh Street Garage, including the existing facility
(252 spaces),to approximately 562.
Primary entry to the new structure would continue to be at its present location on Marsh Street,
while the primary exit would continue to be at its present location via a driveway/drive-aisle
located on Pacific Street between Chorro Street and Morro Street. Secondary access and exit have
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not been considered but may be appropriate. An approximately 130-foot long entrancelstorage
lane located on the north side of the garage provides access to the two entrance gates serving the
structure. At the entrance gates,the single driveway splits into two lanes channeling traffic to two
separate gate controllers. Oversized vehicles and those deciding not to use the garage must be able
to exit onto Pacific Street via the ground level parking area without entering into the current
parking structure itself. An additional exit lane onto Pacific Street for passcard users at the
approximate location of the existing medical clinic parking driveway should be evaluated.
Discretionary actions required by the San Luis Obispo City Code and the City Council as part of
the proposed project include the following: (Consultant is responsible for preparing and presenting
the application for approval)
• A height exception to allow a building that exceeds the 35 foot maximum allowed in an
Office Zone (the structure would be approximately 41 feet in height, with parapets
extending the building height to as much as 48 feet);
• A lot coverage variance to allow a building that exceeds the 60%lot coverage requirement
in an Office Zone (the structure would require approximately a 75% lot coverage
condition);
• Planning Commission approval of a Use Permit for the parking structure expansion;
• Architectural Review Commission approval;
• Approval of site acquisition and construction plans by the City Council;and
• Issuance of a building permit by City Community Development Department.
2. Garage Design. In preparing for this project, City staff assumed that the expanded garage
would:-
Be a post tension,poured in place, concrete design;
• Have a 15-foot clearance over the Post Office parking lot to allow over-sized vehicles
(semi-trucks)access and loading docks in a similar fashion to the current condition;
• Be an attractive facility that addresses the aesthetic impact of the block;
• Be a structure that requires minimal maintenance;
• Be designed to complement the existing facility;and
• Meet all access requirements, be user friendly,and not require internal ventilation.
3. Desired Work Schedule. It is the City's desire that the following schedule be met:
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Work Plan &Schedule 15
Submit Schematic Garage Plans 60
Complete Design Review 100
Submit Draft Plans/Specifications 150
Submit Final PS&E 200
Complete all Project Processing 220
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SUMMARY OF PROJECT OBJECTIVES
The City wants to build an expanded Marsh Street Garage that:
4. Provides safe access to and from the downtown.
5. Can be designed and begin construction in fiscal year 1998-1999 with deck concrete poured in dry
months of July through September 1999.
6. Compliments the existing facility and adjoining neighborhood.
7. Provide convenient pedestrian and vehicular access.
SCOPE OF WORK BY CONSULTANT
8. Consultant should review the workscope and recommend additional work that should be done.
Consultant will also act on behalf of the City to ensure full compliance with all regulations
concerning the implementation of this project. Consultant will schedule all meetings and prepare
all meeting materials associated with inter-agency coordination activities.
9. Field Surveying, Soil Testing. Work with City Staff to develop contractor workscope for all field
surveys,mapping and soil testing necessary to facilitate design.
SCOPE OF WORK BY CONSULTANT-PHASE I-REVIEW AND CONCEPTUAL DESIGN
In preparing the plans and specifications for the Marsh Street Garage expansion the City wants the
Consultant to be responsible for the following services:
10. Develop a work plan and schedule. Meet with City representatives to establish a work plan,
identifying the interface between team members and the City, and a schedule which fixes hard
deadlines for Phase I and Phase II work products, and tentative deadlines for Phase III work
products.
11. Compile and organize all related background information pertaining to project site, operation data,
and environmental information, including City comments on the work of other consultants. In
addition, ensure approved mitigation measures are incorporated into the final design of the
expanded garage. These include, but are not limited to:
a. Incorporate infrastructure to accommodate electrical vehicle recharging stations (up to
ten).
b. Incorporate updated gate equipment to enhance entrance and exit gate capacities.
C. Provide design plans for mid-block crosswalk traffic signal on 800 Marsh Street-
d.
treetd. Provide striping plans for Marsh Street entrance and Pacific Street exit lanes.
C. Provide signage plan for directing traffic away from adjoining residential neighborhoods.
12. Expand on the parking layout, with City input, sufficient to allow reasonable assumptions to be
made regarding actual project scope and budget requirements. Identify access and use needs for
Masonic Lodge, book store, hobby shop,and Post Office.
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13. Identify and itemize "hard" building program requirements, including project extent, probable
structure type, parking controls, lighting, stairs/elevators, site drainage, landscaping/urigation and
conceptual architectural character relationship to adjacent buildings. Conceptual design must also
include provisions for placement of public art in compliance with the City's Art in Public Places
Policy. Consultant should review existing public art incorporated into the current facility and
make recommendation for using existing theme or new alternatives. Consultant shall contract with
artist to prepare conceptual artwork to be included in the final design phase.
14. Based on program requirements, establish a realistic preliminary budget for probable project
construction cost.
15. Summarize the work of tasks 12 through 14 into a report, which after revisions, will serve as the
building program for further work. .Present and explain the contents of the program to City staff
members involved with the project.
SCOPE OF WORK BY CONSULTANT-PHASE II-PRELIMINARY DESIGN
16. Refine conceptual project design and expand to the"schematic"level in plan,section and elevation,
sufficient for use in presentation and cost estimating.
17. Work with City staff and consultants to insure common use of fixtures, hardware and signage; and
to facilitate uniform, efficient maintenance and operation procedures. Items to be considered
include, but are not limited to: elevator, light fixtures, security features, control and collection
facility,and plumbing,mechanical and electrical fixtures as appropriate.
18. Run schematic design through a preliminary computer analysis to review the efficiency of column
placements, spans, and the location of shear resisting elements, and establish probable column and
beam sizes.
19. Prepare graphic presentation materials and a written schematic design report for review by the
Architectural Review Commission, the Planning Commission and the City Council. Documents
will include a colored perspective.
20. Present the schematic design in a schematic Architectural Review Commission hearing, and at
Planning Commission and City Council hearings, as well as to any identified public information
forums.
21. Meet with City representatives to review ARC, Planning Commission, City Council and public
input and establish design refinements to be made during the design development process and a
detailed scope of work to be produced during Phase M. Refine schematic design, incorporating
changes and additions generated during the review of the schematic design report and drawings,
and make detailed decisions on materials and systems. Present design for supplemental ARC
review as required.
22. Meet with City representatives to establish a work plan, identifying intermediate review points, and
hard deadlines for the work of Phase III.
SCOPE OF WORK BY CONSULTANT-PHASE III-CONSTRUCTION DOCUMENT PRODUCTION
23. Perform on-going correspondence, filing, documentation, notification, and team management
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responsibilities throughout the phase. Meet with City representatives to review the bidding and
contracting methodologies to be used and establish the scope of consultant involvement during the
bidding and construction processes.
24. From approved design prepare design development documents to describe final character location
and related architectural features.
25. Engineer structural, electrical, and related systems to finalize the size and extent of project
components.
26. Based on design development documents and final engineering, have cost estimating consultant
prepare a detailed estimate of probable construction cost for the City's use.
27. Prepare and present final design documents, including color and material boards and detailing, to
the Architectural Review Commission for final review.
28. Produce the working drawings, specifications, compliance data, and engineering calculations
required for accurate bidding and for issuance of a building permit.
29. Assemble and submit construction documents as required for review by the Building Department,
Fire Department,Public Works Department and any other bodies involved in the review and permit
issuance process.
SCOPE OF WORK BY CONSULTANT PHASE IV-BIDDING AND CONSTRUCTION SERVICES
30. Help with the distribution of documents, clarifications and addenda as may be required, and
analysis of submitted bids. Review and make recommendations on proposed alternates,
construction schedule, submittals schedule, temporary facilities, insurances, and related items as
required-
31.
equired31. Provide periodic observations of construction in progress to review quality, compliance with the
construction documents, shop drawings, and level of completion, provide documentation as
required in connection with field clarifications and change orders, provide analysis as required in
connection with contract administration.
32. Assist with project close-out and the determination of substantial and final completion. Provide as-
built drawings from contractor-supplied mark-ups.
DUTIES OF THE CITY
33. City shall provide Mitigation Measure Program (attached) from the certified EIR for garage
expansion. A copy of the final EIR will be available in the City offices.
34. The City shall furnish a legal description and a certified land survey of the site, giving, as
applicable, grades and lines of streets, alleys, pavements and adjoining property, rights-of-way,
restrictions, easements, encroachments, zoning, deed restrictions, boundaries and contours of the
site, locations, dimensions and complete data pertaining to existing buildings, archeological data,
other improvements and trees, and full information concerning available service and utility lines
both public and private,above and below grade, including inverts and depths.
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35. The City shall furnish required information and services and shall render approvals and decisions
as expeditiously as necessary for the orderly progress of the Consultant's services and of the work.
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