HomeMy WebLinkAboutStaff Report 3.A 07/15/2019ray$
DATE: July 15, 2019
TO: Honorable Mayor and Members of the City Council through City Manager 1
FROM: Dan St. John, F. ASCE — Director, Public Works and Utilities
Kent Carothers, P.E. — Operations Manager
SUBJECT: Resolution Authorizing the City Manager to Execute a Professional Services
Agreement for Planning and Design Services for the Public Works Corporation
Yard at 550 Hopper Street
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the City
Manager to Execute a Professional Services Agreement for Planning and Design Services for the
Public Works Corporation Yard at 550 Hopper Street.
BACKGROUND
The City Corporation Yard (Corp Yard) is situated in the abandoned Hopper Waste Water
Treatment Plant at 550 Hopper Street. Parks, Streets, Traffic Signals, Building Maintenance,
Animal Services, Committee on the Shelterless (COTS), and a portion of the Utility Department
are housed at the Corporation Yard. The City's utilities operation staff responsible for the
operations and maintenance of the City's water distribution, waste water collection, and storm
water conveyance systems currently run their operations out of both the Field Office at 202
North McDowell Blvd and the. Corp Yard, as the Field Office does not have adequate space to
house all the equipment, parts and functions, and the Corp Yard is not outfitted with
administrative space or locker rooms as needed of the staff. Maintenance staff currently splits
their time between two locations which is inefficient and increases the City's carbon footprint.
This contract will allow staff to consider the long-term feasibility to consolidate utility
operations staff at the Corp Yard to improve efficiency and safety and maximize space. In the
near term, demolition is planned this summer to remove a series of wastewater treatment tanks
that are no longer in service and pave the area for future uses. Included in this agreement is
planning and design work to use and re -purpose the existing Administration/Control Building for
the old Hopper Street waste water treatment plant for use by utility maintenance personnel.
The project scope is broken into two phases. The first phase is for space planning and design
services for the Administration/Control Building, a concrete block building constructed in 1968.
The desire is to create more useable space on the second floor and replace the laboratory space
with offices, storage, and workspace on the first floor. Mechanical, electrical, and plumbing
drawings and specifications will be required. Structural plans will be required for the additional
flooring. The shop and service port are to remain a maintenance area. The scope of services for
phase 1 shall include preparation of plans, specifications, and estimates to allow bidding. The
scope of services includes processing for permit drawing through the Building Department and
construction phase services.
Phase 2 includes 2—, 5— and 20—year master planning for the entire Corp Yard. Caulfield Lane is
proposed to connect through the property directly to the south of the Administration/Control
Building with the development of Pomeroy to the west. Stakeholders within the Corporation
Yard include COTS, Animal Control Services, Recology, Police and Fire maintenance, and
storage. The City will be including these stakeholders in the master planning effort, which will
include exhibits, narrative, and preliminary cost estimates.
The proposed action meets Council Goal: A City That Works for Everyone — Create a more
efficient corporation yard at Hopper Street, including addressing the decommissioning of the
existing water plant facilities and integrate uses including the adjacent COTS and Animal Shelter
facilities."
DISCUSSION
On April 22, 2019, a Request for Proposal (RFP) for architectural and design services was
circulated to four local architectural firms. The two firms that responded to the RFP on May 28,
2019 were MAD Architecture, and Mark Albertson Architects. MAD Architecture was selected
to perform these services after a panel review of the proposals. There were seven criteria
identified in the RFP used by the selection committee to evaluate the proposal, including
completeness of response, qualifications and experience, organization, and approach,
understanding of scope, schedule detail, conflict of interest statement, and reference satisfaction.
MAD Architecture provided a comprehensive proposal illustrating their extensive experience
and detailed their understanding of the scope and completeness of the proposal. The schedule is
to have MAD Architecture prepare tenant improvement documents for the building and complete
the master plan within one year. The building improvements will be bid, and staff is anticipating
relocating the maintenance staff in spring of 2021.
PUBLIC OUTREACH
Letters to the identified stakeholders were mailed and staff has discussed the preliminary project
scope with Animal Services and COTS in person. Stakeholders, including COTS, Animal
Control Services, and adjacent property owners, will be included in and consulted with
throughout the development of the master plan. The master planning exercise will include
multiple meetings with stakeholders, the public, and presentations to Council as the plan
progresses.
FINANCIAL IMPACTS
The fee schedule of MAD architecture is $113,940 for Phase 1, and $18,999 for Phase 2. The
Total cost of the PSA is not to exceed $132,939. The professional services portion of the project
2
will be funded through Water and Wastewater operating funds. A budget adjustment request will
be brought forward in conjunction with Fiscal Year 19/20 first quarter budget adjustments. A
CIP project will follow with the construction phase of the administration building. No general
funds will be used for this project.
ATTACHMENTS
1. Resolution
2. PSA Agreement with MAD Architecture
Attachment 1
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
A PROFESSIONAL SERVICES AGREEMENT
FOR PLANNING AND DESIGN SERVICES FOR THE PUBLIC WORKS
CORPORATION YARD AT 550 HOPPER STREET
WHEREAS, the City of Petaluma wishes to have tenant improvements for the
administration building at Hopper Street and prepare a master plan for the Corporation yard; and
WHEREAS, the tenant improvements and master planning require an architect; and
WHEREAS, the City of Petaluma prepared circulated a Request for Proposal on April
22, 2019 and circulated to four local architectural firms and two (2) proposals were received; and
WHEREAS, upon review of the proposals, MAD Architecture was determined to be
most qualified; and
WHEREAS, the first phase includes space planning and design services the for the
Administration/Control Building to create more useable space on the second floor and replace
the laboratory space with offices, storage, and workspace on the first floor. Mechanical,
electrical, and plumbing drawings and specifications will be required. Structural plans will be
required for the additional flooring; and
WHEREAS, the scope of services for Phase 1 shall include preparation of plans,
specifications, and estimates to allow bidding; and
WHEREAS, the second phase of the scope of services includes 2—, 5— and 20—year
master planning for the entire Corp Yard. Caulfield Lane is proposed to connect through the
property directly to the south of the Administration/Control Building with the development of
Pomeroy to the west; and
WHEREAS, deliverables for master planning will include exhibits, narrative, and
preliminary cost estimates; and
WHEREAS, staff recommends the City execute a professional services agreement with
MAD Architecture for architectural services used in preparation of construction documents for
the tenant improvement for the administration building and for mastering planning the
Corporation Yard.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby authorizes the City Manager to execute the attached Professional Services
Agreements for Planning and Design Services in an amount not to exceed $132,939.
11
Attachment 2
Exhibit A to Resolution
PROFESSIONAL SERVICES AGREEMENT
Planning and Design Services for PW Corporation Yard at 550 Hopper Street
(Title of Project)
FY
Fund #
Cost Center
Object Code
Project #
Amount $
For multi-year contracts
or contracts with multiple
accounts:
FY 19120
Fund
Cost Center
Object Code
Project
Amount $66.470
FY 19/20
Fund #
Cost Center
Object Code
Project #
Amount $66.469
FY
Fund #
Cost Center
Object Code
Project #
Amount $
FY
Fund #
Cost Center
Object Code
Project #
Amount $
FY
Fund #
Cost Center
Object Code
Project #
'Amount $
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into and effective
as of , 20 ("Effective Date"), by and between the City of Petaluma, a
(city use only)
municipal corporation and a chatter city ("City") and MAD Architecture, a Architectural
("Consultant") (collectively, the "Parties").
WHEREAS, the Parties enter into this Agreement for the purpose of Consultant providing
professional services to City under the terms and conditions set forth herein.
THEREFORE, in consideration of the mutual covenants contained in this Agreement, the Parties
agree as follows:
Services. Consultant shall provide the services as described in and in accordance with
the schedule set forth in Exhibit "A" attached hereto and incorporated herein
("Services").
2. Compensation; Business Tax Certificate.
A. For the full performance of the Services as described herein, City shall
compensate Consultant in accordance with the rates specified in Exhibit A.
B. Consultant shall submit detailed monthly invoices reflecting all services
performed during the preceding month and including a revised schedule for
performance and additional documentation requested by City, as applicable. .
C. Consultant shall be compensated for services in addition to those described in
Exhibit A, only if Consultant and City execute a written amendment to this
Agreement describing the additional services to be performed and the
compensation to be paid for such services. In,no case shall the total compensation
under this Agreement exceed $132,939 without prior written authorization of the
City Manager. Further, no compensation for a section or work program
component attached with a specific budget shall be exceeded without prior written
authorization of the City Manager.
D. Notwithstanding any provision herein, Consultant shall not be paid any
compensation until such time as Consultant has on file with the City Finance
Department a current W-9 form available from the IRS website (www.irs. ov)
and has obtained a currently valid Petaluma business tax certificate.
PROFESSIONAL SERVICES AGREEMENT—PREVAILING WAGES
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E. City's obligation to pay compensation to Consultant as provided herein is
contingent upon Consultant's performance of the Services pursuant to the terms
and conditions of this Agreement and any amendments thereto.
3. Term, The term of this Agreement commences on the Effective Date, and terminates on
Deember 31, 2020, unless sooner terminated in accordance with Section 4. Upon
termination, any and all of City's documents or materials provided to Consultant and any
and all of the documents or materials prepared for City or relating to the performance of
the Services, shall be delivered to the City as soon as possible, but not later than fourteen
(14) days after termination of the Agreement.
4. Termination. City may terminate this Agreement without cause upon ten (10) days'
written notice: City may immediately terminate or suspend this Agreement for cause.
Cause for immediate termination or suspension shall include, but not be limited to, any
breach of this Agreement by Consultant or Consultant's bankruptcy or insolvency. Upon
receipt of notice of termination or suspension for cause, Consultant shall immediately
stop all work in progress under this Agreement. In the event of early termination of this
Agreement by City, Consultant shall be entitled to payment for all Services performed to
the date of termination to the extent such Services were performed to the satisfaction of
City in accordance with the terms and conditions of this Agreement. If City terminates
this Agreement for cause, Consultant shall be liable to City for any excess cost City
incurs for completion of the Services.
5. Consultant's Representation; Independent Contractor. Consultant represents that
Consultant possesses distinct professional skills in performing the Services. City has
relied upon said representation as a material inducement to enter into this Agreement.
Consultant shall, therefore, provide properly skilled professional and technical personnel
to perform all Services under this Agreement. It is expressly understood that Consultant
and its agents and employees, shall act in an independent capacity and as an independent
contractor and not as officers, employees or agents of City. This Agreement shall not be
construed as an agreement for employment.
Facilities and Equipment. Consultant shall, at its sole cost and expense, furnish all
facilities and equipment that may be required for furnishing Services pursuant to this
Agreement. City shall furnish to Consultant no facilities or equipment, unless the City
otherwise agrees in writing to provide the same.
7. Licenses, Permits, Etc. Consultant shall, at Consultant's sole. cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits or other such
approvals which are legally required for performing the Services.
8. Time. Consultant shall devote such time to the performance of the Services as may be
reasonably necessary for satisfactory performance of Consultant's obligations pursuant to
this Agreement.
9. Inspection. Consultant shall provide the City every reasonable opportunity to ascertain
that the Services are being performed in accordance with the requirements and 'intentions
of this Agreement. All work done and materials furnished, if any, shall be subject to
inspection and approval by the City. The inspection of such work shall not relieve
Consultant of any of its obligations pursuant to this Agreement.
PROFESSIONAL SERVICES AGREEMENT— PREVAILING WAGES
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10. P>i•ouess Reports. Upon the City's request, Consultant shall provide, in a form
acceptable to City, written progress reports of all oral and written observations, opinions,
recommendations, analyses, progress and conclusions related to Consultant's
performance of the Services.
It. Confidentiality. In the course of Consultant's employment, Consultant may have access
to trade secrets and confidential information, disclosure of which is protected or limited
by law. Consultant shall not directly or indirectly disclose or use any such confidential
information, except as required for the performance of the Services.
12. Conflict of Interest. Consultant represents that it presently has no interest, and
covenants that it shall not acquire any interest, direct or indirect, financial or otherwise,
which would conflict in any manner or degree with the performance of the Services
hereunder. Consultant further covenants that, in the performance of this Agreement, it
shall not employ any subcontractor or person having such a conflict of interest.
Consultant represents that no one who has or will have any financial interest under the
Agreement is an officer or employee of City. If such conflict of interest arises during this
Agreement or any extension, Consultant will immediately advise City and City may, at
its sole discretion, immediately terminate this Agreement. Certain Consultants are
subject to the requirements, including the disclosure and reporting requirements, of the
City's Conflict of Interest Code adopted pursuant to the Political Reform Act. Such
Consultants subject to the City's Conflict of Interest Code include those whose work may
involve: malting government decisions regarding approval or adoption of rates, rules, or
regulations, action on permits or other applications, authorization to enter into or modify
contracts, or approval of plans, designs, reports, .or studies. Consultant agrees to comply
fully with all such requirements to the extent they apply to Consultant's performance of
the Services.
13, Consultant No Agent. Except as City may specify in writing, Consultant shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Consultant shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
14. Standard of Performance. Consultant shall perform all the Services in a manner
consistent with the standards of Consultant's profession. All instruments of service of
whatsoever nature, which Consultant delivers to City pursuant to this Agreement, shall be
prepared in a substantial, workmanlike manner and conform to the standards of
Consultant's profession. All such instruments of service shall become the sole and
exclusive property of City upon delivery of the same.
15. Assl2nmentffransfer. No assignment or transfer in whole or in part of this Agreement
shall be made without the prior written consent of City.
16. Subcontractors. Consultant shall directly perform all Services, and shall not subcontract
any portion of performance of the Services without the prior written consent of City.
Any such subcontractors shall be required to comply, to the full extent applicable, with
the terms and conditions of this Agreement, including but not limited to, procuring and
maintaining insurance coverage as required herein and which shall name City as an
additional insured.
PROFESSIONAL SERVICES AGREEMENT—PREVAILING WAGES
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17. Compliance With All Laws. Consultant shall fully comply with all applicable local,
state and federal rules, laws, regulations and ordinances pertaining to the performance of
the Services required hereunder, including but not limited to, the California Building
Standards Code as in effect in the City, the Americans with Disabilities Act, and any laws
and regulations related to any copyright, patent, trademark or other. intellectual property
right involved in performance of the Services. Consultant's failure to comply with any
law(s) or regulation(s) applicable to the performance of the Services hereunder shall
constitute a material breach of this Agreement. To the extent that any other government
agency or entity provides compensation for any Services, Consultant shall comply with
all rules and regulations applicable to such fiscal assistance.
18. PrevailinLy Wages. This Agreement is subject to the requirements of the California
Prevailing Wage Law, California Labor Code Section 1720 et seq., and the Services as
described in Exhibit A will be performed in accordance with all applicable requirements
of the California Prevailing Wage Law, including, but not limited to, all applicable
requirements contained in Exhibit C, which is attached to and made a part of this
Agreement.
19. Living Wage Ordinance. Without limiting the foregoing Section 17, Consultant shall
comply fully with all applicable requirements of Petaluma Municipal Code, Chapter 8.36,
Living Wage (the "Living Wage Ordinance"), as the same may be amended from time to
time. Upon the City's request Consultant shall promptly provide to the City documents
and information verifying Consultant's compliance with the requirements of the Living
Wage Ordinance, and shall within fifteen (1 S) calendar days of the Effective Date of this
Agreement, notify each of its affected employees as to the amount of wages and time off
that are required to be provided to them pursuant to the Living Wage Ordinance. The
Acknowledgement and Certification Pursuant to City of Petaluma Living Wage
Ordinance, attached to this Agreement at Exhibit D shall be a part of this Agreement for
all purposes, and Consultants that are subject to Living Wage Ordinance requirements, as
determined by the City, must provide a properly completed Exhibit D in accordance with
the requirements of the Living Wage Ordinance. Consultant's noncompliance with the
applicable requirements of the Living Wage Ordinance shall constitute cause for City's
termination of this Agreement pursuant to Section 4 hereof.
20, Discrimination. During the performance of this Agreement, Consultant shall not
discriminate against any employee or applicant for employment because of race, religion,
creed, color, national origin, ancestry, gender, sexual orientation; age or physical or
mental disability in violation of any applicable law.
21. Notice. Except as otherwise specified in this Agreement, all notices to be sent pursuant
to this Agreement shall be made in writing, and sent to the Parties at their respective
addresses specified below or to such other address as a Party may designate by written
notice delivered to the other Party in accordance with this Section. All such notices shall
be sent by:
(i) personal delivery, in which case notice is effective upon delivery;
(ii) certified or registered mail,, return receipt requested, in which case notice shall be
deemed delivered on receipt if delivery is confirmed by a return receipt;
PROFESSIONAL SERVICES AGREEMENT—PREVAILING WAGES
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(iii) nationally recognized overnight courier, with charges prepaid or charged to the
sender's account, in which case notice is effective on delivery if delivery is
confirmed by the delivery service, or
(iv) facsimile transmission, in which case notice shall be deemed delivered upon
transmittal, provided that (a) a duplicate copy of the notice is promptly delivered
by first-class or certified mail or by overnight delivery, or (b) a transmission
report is generated reflecting the accurate transmission thereof. Any notice given
by facsimile shall be considered to have been received on the next business day if
it is received after 5:00 p.m. recipient's time or on a nonbusiness day.
City: City Clerk
City of Petaluma
Post Office Box 61
Petaluma, California 94953
Phone: (707) 778-4360
Fax: (707) 778-4554
Email: cityclerk@ci.petaluma.ca.us
And:
Petaluma Public Works and Utilities
Attn: Kent Carothers, Operations Manager
202 N. McDowell.
Petaluam CA 94954
Phone: 707-778-4580
Fax:
Email: kearothers@cityof petaluma.org
Consultant: MAD Architecture
Mary Dooley
145 TZP11er �t
Petaluma, Ca 94952
Phone: 707-765-9222
Fax:
Email: mary@madare.com
22. Ownership of Documents. All original papers, documents or computer material on disk
or microfilm, and copies thereof, produced as a result of this Agreement, shall be the
property of City and may not be used by Consultant without the written consent of City.
Copies of such documents or papers shall not be disclosed to others without the written
consent of the City Manager or his or her designated representative.
23. Indemnification. To the maximum extent permitted by law, Consultant shall, at its own
expense, indemnify, defend with counsel acceptable to the City, (which acceptance will
not be unreasonably withheld), and hold harmless City and its officers, officials,
employees, agents and volunteers ("Indemnitees") from and against any and all alleged
liability, loss, damage, claims, suits, actions, arbitration proceedings, administrative
proceedings, regulatory proceedings, civil penalties and. fines, expenses and costs
(including, without limitation, claims expenses, attorney's fees and costs and fees of
litigation) (collectively, "Liability") of every nature, whether actual, alleged or
threatened, arising out of or in connection with the Services or Consultant's failure to
PROFESSIONAL SERVICES AGREEMENT—PREVAILING WAGES
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comply with any of the terms of this Agreement, regardless of any fault or alleged fault
of the Indemnitees.
The Consultant's obligation to indemnify, defend and hold harmless under this provision
shall not be excused because of the Consultant's inability to evaluate Liability, or because
the Consultant evaluates Liability and determines that the Consultant is not or may not be
liable. The Consultant must respond within 30 calendar days to any tender for defense
and indemnity by the City, unless the time for responding has been extended by an
authorized representative of the City in writing. If the Consultant fails to accept tender of
defense and indemnity within 30 calendar days, in addition to any other remedies
authorized by law, so much of the money due or that may become due the Consultant
under this Agreement as shall reasonably be considered necessary by the City, may be
retained by the City until disposition has been made of the matter subject to tender, or
until the Consultant accepts the tender, whichever occurs fast. In the event that the City
must file responsive documents in a matter tendered to Consultant prior to Consultant's
acceptance of tender, Consultant agrees to fully reimburse all costs, including but not
limited to attorney's fees and costs and fees of litigation, incurred by the City in filing
such responsive documents.
The Consultant waives any and all rights to express or implied indemnity against the
Indemnitees concerning any Liability of the Consultant arising out of or in connection
with the I Services or Consultant's failure to comply with any of the terms of this
Agreement. The Consultant's responsibility of such defense and indemnity obligations
shall survive the termination or completion of this Agreement for the full period of time
allowed by law. The defense and indemnification obligations of this Agreement are
undertaken to, and shall not in any way be limited by, the insurance obligations contained
in this Agreement.
Notwithstanding the foregoing, to the extent this Agreement is a "construction contract"
as defined by California Civil Code Section 2783, as may be amended from time to time,
Consultant's duty to indemnify under this provision shall not apply when to do so would
be prohibited by California Civil Code Section 2782, as may be amended from time to
time.
Notwithstanding the foregoing, to the extent that the Services include design professional
services subject to California Civil Code Section 2782.8, as may be amended from time
to time, Consultant's duty to indemnify shall only be to the maximum extent permitted by
California Civil Code Section 2782.8.
24. Insurance. Consultant shall comply with the "Insurance Requirements for Consultants"
in Exhibit B, attached hereto and incorporated herein by reference,
City reserves the right to review any and all of the required insurance policies and/or
endorsements, but has no obligation to do so. City's failure to demand evidence of full
compliance with the insurance requirements set forth in this Agreement or City's failure
to identify any insurance deficiency shall not relieve Contractor from, nor be construed or
deemed a waiver of, its obligation to maintain the required insurance at all times during
the performance of this Agreement.
PROFESSIONAL SERVICES AGREEMENT—PREVAILING WAGES
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25. Amendment. This Agreement may be amended only by a written instrument executed
by both Parties,
26, Litigation. If litigation ensues which pertains to the subject matter of Consultant's
services hereunder, Consultant, upon request from City, agrees to testify therein at a
reasonable and customary fee.
27. Construction. This Agreement is the product of negotiation and compromise on the part,
of both Parties and that the Parties agree that, notwithstanding Civil Code section 1654,
any uncertainty in the Agreement shall not be construed against the drafter of the
Agreement.
28. Governing Law; Venue. This Agreement shall be enforced and interpreted under the
laws of the State of California and the City of Petaluma. Any action arising from or
brought in connection with this Agreement shall be venued in a court of competent
jurisdiction in the County of Sonoma, State of California,
29. Non -Waiver. The City's failure to enforce any provision of this Agreement or the
waiver thereof in a particular instance shall not be construed as a general waiver of any
pari of such provision. The provision shall remain in full force and effect,
30. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or
otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of
this Agreement shall continue in full force and effect.
31. No Third Party Beneficiaries. The Parties do not intend to create, and nothing in this
Agreement shall be construed to create any benefit or right in any third party.
32. Mediation. The Parties agree to make a good faith attempt to resolve any dispute arising
out of this Agreement through mediation prior to, commencing litigation. The Parties
shall mutually agree upon the mediator and shall divide the costs of mediation equally.
33, ConsuItanOs Books and Records.
A. Consultant shall maintain any and all ledgers, books of accounts, invoices,.
vouchers, canceled checks, and other records or documents evidencing or relating
to charges for services, or expenditures and disbursements charged to the City for
a minimum period of three (3) years or for any longer period required by law,
from the date of final payment to Consultant pursuant to this Agreement.
B. Consultant shall maintain all documents and records which demonstrate
performance under this Agreement for a minimum period .of three (3) years or for
any longer period required by law, from the date of termination or completion of
this Agreement.
C. Any records or documents required to be lnaintained pursuant to this Agreement
shall be made available for inspection or audit, at any time during regular business
hours, upon written request by the City Manager, City Attorney, City Finance
Director, or a designated representative of these officers. Copies of such
documents shall be provided to the City for inspection at Petaluma City Hall
when it is practical to do so. Otherwise, unless an alternative is mutually agreed
PROFESSIONAL SERVICES AGREEMENT—PREVAILING WAGES
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upon, the records shall be available at Consultant's address indicated for receipt
of notices in this Agreement.
D. Where City has reason to believe that such records or documents may be lost or
discarded due to dissolution, disbandment or termination of Consultant's
business, City may, by written request by any of the above-named officers,
require that custody of the records be given to the City and that the records and
documents be maintained in Petaluma City Hall. Access to such records and
documents shall be granted to any party authorized by Consultant, Consultant's
representatives, or Consultant's successor in interest.
34. Headings. The headings used in this Agreement are for convenience only and are not
intended to affect the interpretation or construction of any provisions herein.
35. Survival. All obligations arising prior to the termination or expiration of this Agreement
and all provisions of this Agreement allocating liability between City and Consultant
shall survive the termination or expiration of this Agreement.
36. Entire AlZz•eement. This Agreement, including the exhibits attached hereto and
incorporated herein, constitutes the entire agreement between the Parties with respect to
the Services, and supersedes all prior agreements or understandings, oral or written,
between the Parties in this regard.
IN WITNESS WHEREOF, the parties hereto have executed this document the day, month and
year first above written.
CITY OF PETALUMA CONSULTANT
City Manager
ATTEST:
By
Name
Title
City Clerk Address
APPROVED AS TO FORM:
City Attorney
file name: s:/Operations/Water/CoipYardl/RFP
City State � zip
Taxpayer I.D. Number
Petaluma Business Tax Certificate Number
PROFESSIONAL SERVICES AGREEMENT—PREVAILING WAGES
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12
the records. shall be available at Consultant's address indicated for receipt
of nofices:m this A-greement...
D. WhereCitylipS, reason, tq,believe .th4t;SUCK records or documents may be lost :or
,
discard . d due to., dissolution, disbandment or termination of Consultant's
busin e*ss, City - may, by vritten rQq P.... y
- . ... may, . %.1 request A by an of the above7umed officers,
require that of
custody..the.records.b
.. ... ... e. giy.en to the City and that the records and
documents main Pet4luipa :City..all. Access to such ;records and
d"Iertis shall _be grararrtted to y party zed.by :6 blta6t, :Consultanfs
repre tatives r� pnsq.. ants successor in interest.
34. H6dlft2s. The -headings used 4tythis A * i t for convenience only and ate not
gr
intended to affect the%int rpr t i,
QW.onor construction oany provisions herein,
oil
of this groomeot
.. 2 � - .1 .1 . .
ty.and Consultant
36, Entire iAgreement:, . This Agreement,1:1.attached. i
including the qx-hibits hereto and
incorporated fierem,.constitutes the �hetwep4f e .,P
.with.respect to
the Services, And supersedes all prior agreements or understandings, oral or written,
between 1, e Parkes in this T
!N VWINESS -NWHE 4he
its 4ibreto 4iave executed this -docuinent the day, inonth and
year -first abovewritten,
CITY OF PETALUMA
-City Manager
ATTEST:
City Clerk
APPROVED AN TO FORM:
City Attorney
file oaame: s:/Operntions/Wator/CxTY-ard/[RFP
CONSULTANT
B:
Name
ame U
4,
Title
W,7, Valley,
��* state�
1zip
Tax uinb6i�
Taxpayer ID. N
Petaluma Business Tax Certificat.PNumber
4C/—T #6 0'3 42-7
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EXHIBIT A
SCOPE OF SERVICES
14
1.2 Introduction
Phase 1— Administration Building Improvements Overview: The goal of Phase 1 is to make a centralized
hub for corporation yard staff, which will improve efficiency, trips, and communication, The staff will
come to one location to receive daily assignments, schedules and coordination information at the same
location where city vehicles are parked and serviced. Looking ahead, the Caulfield Lane Extension will be
constructed in the future along the entry side of the Administration Building with parking in front. Given
the public nature of its location on Caulfield, Phase 1 is more than an interior tenant improvement. Our
project scope includes exterior improvements such as parking layout, perimeter landscaping, exterior
paint, signage and lighting.
The number of corporation yard personnel will vary over the course of the day depending on assignments.
Team meetings may hold 25 people at one time. To accommodate an area for a larger group may dictate
that the meeting space has to be upstairs. Filling in the two-story volume with a new structural floor is a
possibility. Additional requirements for upstairs accessibility may be triggered. options for how best to
accommodate a larger group area will be vetted with City personnel in the schematic design phase.
Phase 2 — Master Plan: In general, a Master Plan is a device for long range planning that defines a clear
direction over time. Understanding the City s goals and objectives leads to mapping long-term solutions.
Our approach is to find the maximum potential of the site to see what it ideally can become. Phasing and
budget planning are applied to the 20 year plan which then shapes the 5 year and 10 year plans. Since
improvements are made incrementally and are always moving towards the ultimate vision, the intent is to
not UNDO work in earlier phases. However, the Master Plan must also have flexibility for the unknown
future as needs and technology change over time.
For facilities that handle a mix of human and vehicular traffic, flow is the key'to a good master plan, By
considering vehicular routes, parking, and specific service functions as well as appropriate adjacencies and
relationships, we will explore opportunities for improved efficiency and way -finding. Reflecting on the RFP
document and the site map, we work to organize the Corporation Yard functions and Stakeholder uses
with clear access and connection,for the associated user groups. Some separation of these currently
intertwined operations is warranted for safety to the public and the improvement of utility,
1.3 Project Management Approach
As tenant improvement projects go, the Administration building appears to be straightforward, This
opinion is shared by our team of engineering consultants, Mary Dooley will be the point of contact with
the City and to the design team. On a day to day basis, Kristin Nichols will work with project engineers on
more detailed information. We use Microsoft project or basic Excel for scheduling programs and work
scope to keep the project on track. We will work with the City on actual dates and quickly prepare more
specifics on the project schedule. The overview of the schedule in draft form is outlined below. The
project team will provide their status at each milestone. It is incumbent upon the consultant to meet the
agreed upon schedule and we have a good track record of meeting deadlines. We have included some
references for your use.
Phase 1: Admin building timing:
We estimate a timeline of 12 -14 months from your notice to proceed date of June 12, 2019 to a
completion date ofJune—August 2019,
0 4.5 months for Schematic Design and Construction Documentation through Building Permit
application,
0 2 months for City plan check comments, plan revisions and permit issuance,
0 2.5 months for bidding, bid opening, negotiations and council approval for contract award.
0 5 months for construction,
15
® This assumes no seismic analysis, no site clean up or hazardous waste, qualified bidders and
immediate council approval,
Phase 2: Master Plan timing:
We estimate an 8 Month Master Plan sequence of events. This may start at any time and run concurrent
with Phase 1.
• 1 month to prepare base documents of site and facilities.
• 2 months - Stakeholder meetings including COTS, Animal Shelter, Recology, Fire and Police.
• 3 months — Establishing goals with Public Works, documentation of goals and site planning
diagrams
• 1 month — presentation to stakeholders and City officials for progress input
• 1 month finalization of master plan, cost estimating and phasing documents
References for Tenant Improvements
Traditional Medicinals Inc, Office — 20,000 SF
1400 Valley House Drive, Rohnert Park
Blair Kellison, CEO (707)-664-5855
Construction Budget $2.3 Million Closeout: 5/2017 Phase 1
SOMO Village, Keysight Offices—13,000SF
1400 Valley House Drive, Rohnert Park
Tina Montgomery, General Manager (707)-795-3550 x 123
Construction Budget $1.8 Million Closeout: 8/2018
SOMO Village Site improvements
1100 - 1400 Valley House Drive, Rohnert Park
Brad Baker, CEO (707) 795-3550
Construction Budget $1.5 Million
1.4 Technical Approach/ Scope of Work
Our understanding of the project scope is based on our experience with tenant improvements, CMU
buildings, the site meeting with Public Works and the RFP document. Please note that our proposal is
based on full service architecture and engineering services and it there are scope limitations due to
budget, we are willing to look at a reduction in scope during contract negotiations. Each consultant has
prepared a work scope and allocation of hours for each task. This detail is available to view in the Fee
Schedule packet.
Program consists of but is not limited to the following:
• Accessible entry
• Remodel Break/Lunch area
• Meeting Space for 25 people
• Remodel downstairs restroom to
include Accessible shower/ lockers
• Remodel Existing upstairs Restroom/
Shower room/ Locker Room
• 2 Offices
• 2 desk areas for flexible use
• Small Meeting Room downstairs
• General Storage
• Finishes and colors for interior and
exterior
• Lighting and electrical
• New HVAC
• Parking layout that clarifies entry
• Exterior building/ landscape lighting
• Landscape design around entry and
east side
16
Technical Approach Task List
E Schematic
As -built Drawings
Create Base Plans
Programming meeting
Draft Layout
Schematic Design Consultant Input
Preliminary Code Check
Cost Estimate
E Design Developmerit
CAD plans for entire set mocked up
Interior Elevations
Equipment List
Finish Schedule
Lighting Layout
RCP
Lighting Selection
DD Consulltant Coordination
Client Meeting
Cost Estimate
Progress on CD's
Interior Details
Cal Green Docs
Coordinate with Consultants for Permit
Specifications
Cost Estimate
Submit for Building Permit
Plan Check Corrections
Re -Submittal
3
Request for Bidders
Bidding questions and response
Review Contractor Selection
Contract Negotiation
Council Approval Hearing
Award of Contract
17
Kick Off Meeting
Timeline/ Budget review
Review submittals
RFI responses
Job Memos
Weekly Meetings for 5 month duration
Scope of Services include Architectural, Landscape Architecture, Structural, Mechanical, Electrical, and
Plumbing Engineering, for all phases of Standard Design Services -Schematic Design, Design
Development, Construction Documents, Bidding, and Construction Administration.
Exclusions include: CalGreen Third Party, Civil Engineering, Record Drawings, Consultants not included on
the team list.
1.5 Project Team Organization and Qualifications
MaryDooley, Principal Architect, is the founder and a principal of MAD architecture and has 34 years of
experience creating spaces for communities and individuals and is invested in Petaluma's long-term
betterment. She is not only an experienced interior architect, but has been involved with many master
planning projects working with large teams and numerous stakeholders including — San Francisco State,
Bodega Marine Lab, Fort Bragg Noyo Center, Kenwood Winery, Valley of the Moon Winery, Queens
Hospital on Oahu, and SOMO Village in Rohnert Park. '
As a contract consultant to the City of Petaluma,.Mary was the Principal Architect for the following
projects:
• Forum Room addition to the Petaluma Public Library,
• Petaluma Arts Center shell work (and for the Arts Center, the interiors),
• Fagade restoration of Sienna Antiques funded by the Redevelopment Department,
• The Police Department Detailed Project Program and Feasibility Study.
Mary will coordinate the design team, be the Project Designer and Point of Contact with the City
personnel. Mary will also provide oversight on design development and construction documents.
Kristin Nichols, Engineer/Job Captain will be responsible for integrating project goals into a cohesive
design providing visualization imagery in the Preliminary Design Phase, preparing construction
documents, and managing the construction administration. Kristin's experience includes plan preparation
for a 8,000 SF office space starting construction and Construction Administration on a 22,000 SF office at
SOMO Village, Prior to joining MAD, her work included engineering and team construction management
of a new recycling plant in Germany.
Kevin Zucco, Structural Engineer, LEED AP, ZFA Engineers, have worked with MAD on numerous tenant
improvement projects over the last 4 years as well as residential and commercial projects. With 25 years
of experience and as principal in charge, Kevin has worked on many Corporation Yard projects through
out the state. MAD and ZFA have worked together for 15 years on a variety of projects. Selected relevant
projects include Petalua Library Forum Addition and Refresh, Petaluma Firestation #2 and #3, City of Napa
Corp Yard Earthquake Assessment, City of San Rafael Corp Yard.
18
Courtney Chuenyane, Electrical Engineer, LEED AP, Brokaw Design, will lead the electrical engineering
effort and has worked with MAD on more than 60,000 SF of tenant improvement projects for SOMO
Village over the last 4 years. Projects include Keystone Tenant Improvements at SOMO Village, Graton
Fire Station, SRJC Petaluma Campus Science Building.
Jay Tackacs and Matt Torre, Mechanical Engineers, LEED AP, 15000 Inc—Jay engineered the mechanical
replacement system for the Petaluma Library as part of the team with MAD architecture. 15000 inc's
experience with public projects is vast and includes Marin County Corp Yard HVAC and Plumbing
Engineering, Rohnert Park Animal Shelter modernization and PGE Santa Rosa's Corp Yard,
Bill Rinehart, Landscape Architect. Bill's experience in multi -modal vehicular planning and wayfinding for
the City of Benicia and for Kaiser Permanente's Santa Rosa facilities, are directly relevant to the work on
both Phases 1 and 2, Bill is involved with Petaluma, serving on the Historic Planning Commission as well as
the City of Petaluma's Implementing Zoning Ordinance. He specializes in Landscape Based Stormwater
Management,
JavierSilva, CPE, Principal Cost Estimator. Having prepared numerous cost estimates with varying levels
of detail, Javier's relevant projects include remodels of buildings within corporation yards such as City of
Pinole, De Anza College and City of Merced.
1.6a Proposal Optional Services
The fee schedule and associated work scope is attached separately. Not included in the fee schedule are
optional services that may be considered during the design and planning process. The following are some
examples of optional services:
Phase 1 - ADA Report
- Energy Assessment for Photovoltaic
- Exterior Elevator Design
- Seismic Analysis
- Furniture Selection
Phase 2 - Renderings
- Structural analysis
- Civil engineering
- Building Testing
19
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DEVELOPMENT COMMISSION FUNDED:AGREEMENT OR BENEFIT SUBJECT TO PETALUMA
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Resolution, if�any:
Expected resolution, if known:
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AFFECTS YOU AS A PROSPECTIVE CONTRACTOR, SUBCONTRACTOR, LESSEE, FRANCHISEE
AND/OR PARTY TO.ANY. CITY.. . PETALUMA ANl)/OR PETALUMA COMMUNITY
DEVELOPMENT COMMISSION FUNDEDAGREEMENT OR BENEFIT SUBJECT TO PETALUMA
MUNICIPAL CODE CHAPTER 8.36;(LIVING )NIAGE .ORDINANCE, AND
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ATTACH ADDITIONAL PAGES IF NEEDED.
Date:
Regulatory Agency or Court:
Subject Matter:
Resolution, 'if any:
Expected resolution, if known:
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