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HomeMy WebLinkAbout09/03/2002, C12 - DESIGN FOR TENANT IMPROVEMENTS AT 919 PALM STREET SPECIFICATION NO. 90323 council MeetiftD<te a gonad Repo Rt It<m Number �/� C I T Y OF S AN L U IS 0 B I S P 0 FROM: Michael D. McCluskey, Public Works Directorty_,�_ Prepared By: David Elliott,Administrative Services Manager SUBJECT: DESIGN FOR TENANT IMPROVEMENTS AT 919 PALM STREET SPECIFICATION NO.90323 CAO RECOMMENDATIONS: 1. Award an agreement in the amount of$89,290 to RRM Design Group to furnish design services for tenant improvements at 919 Palm Street under Specification No. 90323 2. Authorize the Mayor to execute the agreement DISCUSSION To ensure that construction of tenant improvements for the Palm-Morro Parking/Office Building will coordinate well with construction of the building shell, design for the tenant improvements had to proceed concurrently with design of the building shell. In particular, the location of plumbing and mechanical systems had to be provided to the Copeland's project architect within five weeks after project budget approval in June 2002, and an overall conceptual space configuration had to be completed in order to provide that information. Because of these time constraints, the City had to select an architect expeditiously, without benefit of a normal competitive procurement through a request for proposals. For these reasons, the City selected RRM Design Group, because of its successful design for interior improvements at Fire Station No. 1 and the 879 Morro Building and its familiarity with the City's office furnishing and equipment standards. To date, RRM has completed the initial part of conceptual design and met the required deadlines. Its contract for$9,500 was approved by the City Administrative Officer. Now the next phase of the project — full conceptual design and construction documents — needs to proceed, and it too has tight deadlines in order to coordinate with construction timing for the building shell. The City has been very satisfied with the results of RRM's work thus far and therefore asked RRM to submit a proposal for completing the remainder of the conceptual design and preparing construction documents. Staff is recommending that the scope of work and cost is reasonable and should be approved. To keep pace with design of the building shell and to meet rapidly approaching deadlines, RRM has continued work on the project, pending execution and approval of the successor agreement proposed in this agenda report. Staff is bringing this agreement to the Council prior to the use permit appeal that will be considered by the Council on September 17,2002. This is occurring in order to continue moving rapidly and to meet the tight milestones outlined in the schedule for accomplishing this major City goal. If the 0Z Council Agenda Report—Design Services for Tenant Improvements—919 Palm Page 2 appeal is denied,then all work on the project will cease and the agreement will be terminated. FISCAL IMPACT The cost of the proposed work is $89,290. There is $760,000 currently budgeted for design and construction of tenant improvements for the 919 Palm Street building. ATTACHMENT: Attachment 1 —Agreement to Furnish Design Services Note: The conceptual design drawing for the tenant improvements is available for review in the Council Ojfce. BCouncil Agenda Reports\2002 agenda reporrs\CAR 90323 Design Services for 919 Palm C/z-L r AGREEMENT ATTACHMENT 1 TO FURNISH DESIGN SERVICES FOR TENANT IMPROVEMENTS AT 919 PALM STREET UNDER SPECIFICATION NO.90323 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("the City"),and RRM DESIGN GROUP,("the Contractor"). WITNESSETH: WHEREAS, the City wants to prepare construction documents for tenant improvements within approximately 16,100 square feet of office space in a new building at 919 Palm Street,and WHEREAS, the Contractor is qualified to perform this type of service and has submitted a proposal dated August 1,2002("the Proposal")to do so,which has been accepted by the City, 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. THE CITY'S OBLIGATIONS. For providing services described in the Proposal, the City will pay and the Contractor shall receive therefor the following compensation: Task A.2 Space Plan Alternatives $5,950 Task B.I Construction Documents—Architectural 15,190 Task B.2 Construction Documents—Plumbing/Mechanical 19,580 Task B3 Construction Documents—Electrical/Lighting 15,730 Task B.4 Construction Documents—Project Management 7,740 Task B.5 Construction Documents—Permit Application and Processing 2,880 Task C.I Bidding Assistance(estimated time and materials) 1,020 Task C.2 Construction Review(estimated time and materials) 10,580 Task C.3 Project Closeout(estimated time and materials) 1,620 Task Z.I Statement of Probable Construction Cost 3,120 Task Z2 Recommendation of Sustainable Design Criteria 5,880 Total $89,290 Reimbursable Expenses At cost 3. THE CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by the City, the Contractor agrees with the City to provide services as set forth in the Proposal, which is hereby incorporated into this Agreement. Contractor further agrees to the contract performance terms as set forth in Exhibit A attached hereto and incorporated into this Agreement. 4. 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. C/z 3 1 5. 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. 6. NOTICE. All written notices to the parties hereto shall be sent by United States mail, addressed as follows: City City of San Luis Obispo Public Works Department 955 Morro Street San Luis Obispo,CA 93401 Contractor RRM Design Group 3765 South Higuera Street,Suite 102 San Luis Obispo,CA 93401 7. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the 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: CITY OF SAN LUIS OBISPO,A Municipal Corporation By: City Clerk Mayor APPROVED AS TO FORM:. CONTRACTOR By: rp9rney (f 12- r Exhibit A CONTRACT PERFORMANCE TERMS 1. Business Tax. Contractor must have a valid City of San Luis Obispo business tax certificate prior to execution of the contract. Additional information regarding the City's business tax program may be obtained by calling(805) 781-7134. 2. Ability to Perform. Contractor 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 hereunder in compliance with any and all federal, state, county, city, and special district laws,ordinances, and regulations. 3. Laws to be Observed. Contractor 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. 4. Payment of Taxes. The contract prices shall include full compensation for all taxes that Contractor is required to pay. 5. Permits and Licenses. Contractor shall procure all permits and licenses, pay all charges and fees,and give all notices necessary. 6. Safety Provisions. Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 7. Public and Employee Safety. Whenever Contractor's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish,erect and maintain such fences, temporary railings, barricades; lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 8. Preservation of City Property. Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged as a result of Contractor's operations, it shall be replaced or restored at Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 9. Immigration Act of 1986. Contractor warrants on behalf of itself and all sub-contractors 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. 10. Contractor Non-Discrimination. In the performance of this work,Contractor agrees-that it will not engage in, nor permit such sub-contractors 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. 11. Work Delays. Should Contractor 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 C/Z-S' Exhibit A:Contract Performance Terms Page A-2 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 Contractor. 12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the services provided by Contractor(Net 30). 13. Inspection. Contractor shall fumish City with every reasonable opportunity for City to ascertain that the services of Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 14. Audit. The City shall have the option of inspecting and/or auditing ail records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 15. Interests of Contractor. Contractor 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. Contractor further covenants that, in the performance of this work, no sub-contractor or person having such an interest shall be employed. Contractor 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, Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 16. Hold Harmless and Indemnification. 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 Contractor'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 Contractor, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same,provided, however, that Contractor'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 17. Contract Assignment. Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 18. Termination. If; during the term of the contract, the City determines that Contractor is not faithfully abiding by any term or condition contained herein, the City may notify Contractor in writing of such defect or failure to perform; which notice must give Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities or rights under the contract. C/Z� i_ T Exhibit A:Contract Performance Terms Page A-3 In said event, Contractor 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. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by Contractor shall be based solely on the City's assessment of the value of the work- in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, 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 Contractor be entitled to receive in excess of the compensation quoted in its proposal. 19. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of Contractor as part of the work or services under these specifications shall become the permanent property of the City, and shall be delivered to the City upon demand. 20. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by Contractor as part of the work or services under these specifications shall be the property of City, and shall not be made available to any individual or organization by Contractor without the prior written approval of the City. 21. Copies of Reports and. Information. If the City requests additional copies of reports,drawings, specifications, or any other material in addition to what Contractor is required to furnish in limited quantities as part of the work or services under these specifications, Contractor shall provide such additional copies as are requested, and City shall compensate Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 22. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by Contractor, its agents, representatives,employees or sub-contractors. a. Minimum scope of insurance. Coverage shall be at least'as broad as: • Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). • Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability,code 1 (any auto). • Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. • Errors and Omissions Liability insurance as appropriate to Contractor's profession. b. Minimum limits of insurance. Contractor shall maintain limits no less than: Y 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 ciz 7 Exhibit A:Contract Performance Terms Page A-4 separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. • Automobile Liability: $1,000,000 per accident for bodily injury and property damage. • Employer's Liability: $1,000,000 per accident for bodily injury or disease. • Errors and Omissions Liability: $1,000,000 per occurrence. C. 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 Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. d. Other insurance provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain,the following provisions: • The City, its officers, officials, employees,.agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of Contractor; products and completed operations of Contractor; premises owned, occupied or used by Contractor; or automobiles owned, leased, hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees,agents or volunteers. • For any claims related to this project, 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 Contractor's insurance and shall not contribute with it. • 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. • 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. • Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled 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. e. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than ANII. f Verification of coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance 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 authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. e/z- � AUG-02-02 11:27AM FROM-RRM Desi up 805-543-4609 �'� T-269 P.dH/005 F-538 Tenant Improvements for City of San Luis Obispo Offices Morro and Palm Street San Luis Obispo PROPOSED SCOPE OF WORK July 23,2002—Revised August 1,2002 PROJECT DESCRIPTION Interior office improvements for approximately 16,000 square feet located in the Copeland's development at the comer of Morro and Palm Streets,San Luis Obispo. City of San Luis Obispo Community Development and Public Works Department will occupy the space with approximately 70 staff members. SCOPE OF WOKS—BASIC SERVICES A. Conceptual Design—RRM designers will work with designated City representatives to develop and refine program requirements, generate alternate space plan configurations, and produce an overall floor plan for the interior improvements. Task A1—Pre-Design(completed under previous contract) Task A..2-Enhanced Space Plan Alternatives On-going design revisions to finalize conceptual layouts. Fee: $5,950 Estimared time to complete_ I to 2 weeks B. Construction 'Documents — Based on Owner-approved Conceptual Design drawings, RRM will assemble a team of experienced architects, interior designers, plumbing, mechanical, and electrical engineers for preparation of construction plans and specifications suitable for competitive public bidding. The construction document package will include architectnal, plumbing/mechanical, and electrical/lighting design, material specifications, including plans and details as required for building permit review. Task 33.I—Constrncdon Documents: Architectural Based on Owner-approved Conceptual Design drawings,the Archimaurd drawings-shaU include site accessibility plan, floor plan, ceiling plan, interior elevations at casework, door and window types, interior finish schedule (floors, walls and ceilings), and material specifications. Plans will reference construction details and schedules for interior finishes.- Fee: nishes.Fee_ $15,190 Estimated time to complete: 3 to 4 weeks Task B.2—Contraction Documents: Plumbing/Mechanical Based on Owner-approved Conceptual Design drawings, RRM will retain a qualified mechanical engineering consultant to develop plumbing and mechanical plans,including HVAC plan(split system air source heat pumps),plumbing plan for waste, domestic water and gas distribution,Title 24 energy certification, and material specifications'including performance specifications for fire protections system Plans will reference construction details and schedules for plumbing and mechanical fixtures. Page 1 of 4 C�z -9 AUHZ-02 11:27AM FROM-RRM Desiar IP 805-543-4609 i ) T-269 P.003/005 F-538 Tenant Improvements for City of San Luis Obispo Offices Morro and Palm Street, San Luis Obispo PROPOSED SCOPE OF WORK July 23,2002—Revised tAugmt 1,2002 NOTE: The consultant for the plumbing and mechanical systems is proposed to be List Engineering Company. They are interested to bring in an equipment manufacturer that is willing to look at this project as a potential technology demonstration platform. If it was an agreeable arrangement to both patties, there might be an option for a reduction in mechanical construction cost and a showcase energy conserving mechanical system. Fee: $19;580 Estimated time to complete: Concurrent with Task B.l Task B3—Construction Documents: Electrical and Lighting Based on Owner-approved Conceptual Design drawings, RRM will retain a qualified electrical engineer to develop electrical and lighting plans, including power single line diagram/distribution system, circuiting and panel schedules, fire alarm system, interior lighting design, voice and data systems cable infrastructure. Plans will reference construction details and schedules for electrical and lighting fntmres. Fee: $15,730 Estimated time to complete: Concurrent with Task B.1 Task BA—Construction Documents: Project Management RRM will designate an archimct/project manager to act as primary contact for Owner representatives and coordinate periodic meetings and phone conferences with Design Team members to ensure proper development and coordination of construction documents. Project Manager will submit progress drawings for Owner review at 50% and 90% completion and assist Owner's representatives with overall project budgets. Fee: $7,740 Estimated time to complete: Concurrent with Task B.1 Task B.5—Construction Documents: Permit Application and Processing RRM will complete building permit application forms and submit plans and supporting documents for review by local Building Department. Design Team will.respond to City plan review comments and revise plans until permit is ready for issuance. Fee: $2,880 Estimated time to complete: 6 to 8 weeks C. Bidding and Construction Services — RRM Design Team members will be available to assist Owner's representatives and Contractor throughout the bidding and construction phases. Task C.1—Bidding Assistance RRM will coordinate distribution of bid sets and assist Owner in evaluating construction bids. Estimated Fee Range: Time and Materials(budget—$1,020) .Estimated rime to complete. 2 to 3 weeks Page 2 of 4 (fiz - to AUG-02-02 11:28AM FRONFRRM Dasilr'up 805-543-4609 T-269 P-004/005 F-538 Tenant Improvements for City of San Luis Obispo Offices Morro and Palm Street, San.Luis Obispo PROPOSED SCOPE OF WORK July 23,200.2—,RevlsedAugust 1.2002 'task C3-Construction Review RRM and Design Team subconsultants will review Contractor submittals, respond to Contractor questions, review Contractor's monthly pay applications, attend regularly scheduled construction meetings,and provide periodic site visits to monitor quality of construction with progress reports for Owner review. Estimated Fee Range. Time and Materials(budget—$10,580) Estimated time to complete: 4 to S months(depending on contractor's schedule) Task C3—Project Closeout RRM Design Team members will conduct final review of building to verify completeness and quality of construction. The Design Team will generate Certificate of Substantial Completion with a`punch W' of deficiencies and review Contractor submittal of as-built plans, warranties, and maintenance manuals. Estimated Fee Range: Time and Materials(budget—$1,620) Estimated time to complete: 2 to 3 weeks SCOPE OF WORK—SPECIAL SERVICES Task Z.1—Statement of Probable Construction Cost Based on Owner-approved Construction drawings at 90 percent completion, RRM will develop.an itemized estimate for construction labor and materials. Fee: $3,120 Estimated time to complete: 1 week Task Z.2-Sustainable Design Criteria The RRM LEEJrm Coordinator will work in coordination with the Project Manager to provide a list. of alternative design components and related budget to achieve a sustainable design. We win use the Leadership and Energy in Environmental Design (LEED) rating system as a guideline for safeguarding water and water efficiency, energy conservation, conservation materials and resources, and indoor environmental quality for all phases of design and building. To accomplish this,our main tasks will be the production of: • Green Building and Systems Components plan • Additional consultants,as needed Fee: $5,880 Estimated rime to complete: Concurrent with Task BA Task Z3—Metric Conversion If requested by City of San Luis Obispo, RRM and design subconsultants will develop construction documents and specifications with dual systems of dimensional control including plans, details, and material specifications. Note: Due to inconsistency with some conventional office furnishing systems and fixtures, this could result in additional construction costs. Fee: $9,940 Estimated time to complete: 1 week Page 3 of 4 C/Z// ,i- AUG-02-82 11:26AM FROM-RRM Dasiar ra 605-543-4609 \ T-268 P.005/005 F-538 Tenant Improvements for City of San Luis Obispo Offices Morro and Palm Street, San Luis Obispo �.. PROPOSED SCOPE OF WORK July 23,2o.01—Revised August 3,2002 FEE SUMMARY Task A.1—Pte-Design Completed under previous cowmct. Task Al—Space Plan Alternatives $ 5,950 Task B.1—Construction Documents-Architectural $15,190 Task B.2—Construction Documents-Plumbing/Mechanical $1900 Task B3—Construction Documents-Electrical and Lighting $15,730 Task B.4—Construction Documents-Project Management $ 7,740 Task B.5—Construction Documents—Permit Application&Processing $ 2.,880 Task C.1 Bidding Assistance Time and Materials(budget-$1,020) Task C.2—Construction Review Time and Materials(budget-$10,580) Task C.3 Proiect Closeout - Time and Materials(budat-$1,620) Subtotal—Basic Services $88mo Task Zl—Statement of Probable Construction Cost $ 3,120 Task Z.2—Sustainable Design Criteria $ 5,880 Task Z3 Matic Conversion $ 9.940 Subtotal—Special Services $18,940 TOTAL—All Services $990230 REIMBURSABLE EXPENSES Project costs related to blueprints,.photocopies,long distance phone calls,etc.,as specified in RRM's Exhibit A-1. PROVIDED BY OWNER . Base plan information for building shell . Systems fnmiture inventory and installation drawings . Documents for invitation to bid ADDITIONAL SERVICES • Modifications to building structural systems,building exterior shell,and/or site improvernents . Selection of interior fixtures,furnishings,and equipment . Design of telecommunications,data,or security systems OWNER'S AUTHORIZATION TO PROCEW; Signature Date Tasks Authorized vn00251Am�b-st.o City Office-Wmt stype 002-02- Page 4 of 4 • pie-��