Loading...
HomeMy WebLinkAboutStaff Report 3.A 01/05/20043 January 5,2004 CITY OFPETALUMA, CALIFORNIA C G AGENDABILL guda' Title Resolution Awarding. the Design Contract. for the - M66ting Date: Pe aluma Hangar Development Project., (Account 605= 400 - 6510- January 5, 2004 6104) (Skladzien/Glose) Meeting Time ® 3:00 PM ❑ 7:00 PM Category (check one) Consent Calendar El Public Hearing ❑ New Business ❑ Unfinished Business ❑ Presentation Department Director Contact, Person Phone Number Public Facilities & Rick dzien se 778 -.4404 Services Cost of Proposal $150,000 Account Number . 605-400-6510-6104 Amount Budgeted $150,000 Name of Fund: FAA AIP 13 2003 Certificates of Participation Attachments to Agenda Packet Item 1. Professional Services Agreement with Mead & Hunt, Inc., including Scope of Work 2, Resolution Summary Statement Mead & Hunt, Inc., the airport's current design consultant, will provide engineering design services for five aircraft storage hangar buildings, the building ofxestroom facilities, design of a bike /pedestrian pathway through the project area, new security fencing and gates; extension of fire mains and new hydrants, design of parking areas; and improvements to the drainage , system. Recommended City Council Action /Suggested Motion Adopt resolution awarding design contract for the Petaluma Municipal Airport's hangar development design to Mead & Hunt, Inc. Reviewed by Finance'Director: Reviewed by :City Attorney Date: Ap City Manner: Date: 7 / •� / !� L �,.. T oday's Date Revision # and Date 'Revised: File Co CITY O PETALUMA CAL - IFoRN><A -' JANUARY 5, 2004 AGENDA REPORT for ' RESOLUTION AWARDING THE DESIGN CONTRACT FOR THE PETALUMA HANGAR DEVELOPMENT`PROJECT. (ACCOUNT 605 -400 6510 -6104) 1. EXECUTIVE SUMMARY Mead & Hunt, .Inc., the airport's current design consultant will provide engineering design services for five aircraft storage hangar building_ s, the building of restroom facilities, design,of a bike /pedestrian pathway through the project area, new security fencing and gates,, extension of fire mains and new hydrants, design of parking areas, and improvements to the drainage system. 2. BACKGROUND At present, there are 103 City hangars that are fully occupied with very little turnover. The airport has had a: f e mand for additional hangars for several years. Currently, rp d there is a waiting list 117 pilots, who, have .each paid a.$400 deposit for future hangar rental. There is A, demand throughout California, especially Northern California, for aircraft storage facilities :and other airports around the State are developing hangars. Those that have recently completed projects are experiencing no difficulty in filling them. On August 18, 2003, City Council adopted a resolution approving acceptance of an FAA matching grant for Airport Improvement Program (AIP), in the amount of $486;000 with a reimbursable matching amount, of $ "54,000 from the City. A portion of these funds is earmarked for the design ,of the ,hangar development project. In addition, on October 27, 2003, City Council authorized 2003 Certificates of Participation for improvements to:the airport hangars, a port ion of which funding will also go toward design work. Rental revenue. frah ° the new hangars will be used to repay this , funding source. 3. ALTERNATIVES a. Award contract. b. Reject contract,and re- advertise, delaying,.proj',ect. for at least another year, consequently jeopardizing the bond process entered into by the City. y � CITY O PETALUMA CAL - IFoRN><A -' JANUARY 5, 2004 AGENDA REPORT for ' RESOLUTION AWARDING THE DESIGN CONTRACT FOR THE PETALUMA HANGAR DEVELOPMENT`PROJECT. (ACCOUNT 605 -400 6510 -6104) 1. EXECUTIVE SUMMARY Mead & Hunt, .Inc., the airport's current design consultant will provide engineering design services for five aircraft storage hangar building_ s, the building of restroom facilities, design,of a bike /pedestrian pathway through the project area, new security fencing and gates,, extension of fire mains and new hydrants, design of parking areas, and improvements to the drainage system. 2. BACKGROUND At present, there are 103 City hangars that are fully occupied with very little turnover. The airport has had a: f e mand for additional hangars for several years. Currently, rp d there is a waiting list 117 pilots, who, have .each paid a.$400 deposit for future hangar rental. There is A, demand throughout California, especially Northern California, for aircraft storage facilities :and other airports around the State are developing hangars. Those that have recently completed projects are experiencing no difficulty in filling them. On August 18, 2003, City Council adopted a resolution approving acceptance of an FAA matching grant for Airport Improvement Program (AIP), in the amount of $486;000 with a reimbursable matching amount, of $ "54,000 from the City. A portion of these funds is earmarked for the design ,of the ,hangar development project. In addition, on October 27, 2003, City Council authorized 2003 Certificates of Participation for improvements to:the airport hangars, a port ion of which funding will also go toward design work. Rental revenue. frah ° the new hangars will be used to repay this , funding source. 3. ALTERNATIVES a. Award contract. b. Reject contract,and re- advertise, delaying,.proj',ect. for at least another year, consequently jeopardizing the bond process entered into by the City. e 4. FINANCIAL IMPACTS The airport depends upon the rental' of hangars:as amajor source of its income. Additional�hangars will not only generate .mom income from rental fees, but also additional revenue from fuel sales,'the >airport's other major source of income. 5. CONCLUSION Funds for completion oftheIangar development, proj ect'have been identified. Final design will be reviewed and approvedby'staff. Total project, including construction, is anticipated to, be completed by the end of 2004. 6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY°SUCCESS OR CoklI LETION. Fifty five hangars; `to be housed in five aircraft storage hangar buildings, will be completed and occupied by November of 2004, creating new sources of revenue for' the airport, as well as satisfying a part of the demand for aircraft storage hangars, as demonstrated by the current waiting list. 7. RECOMMENDATION • Adopt`:res61uti6 awarding design contract °for the Petaluma Municipal Airport's • hangar development design to Mead & Hunt. AWARDING THE DESIGN CONTRACT FOR THE PETALUMA HANGAR DEVELOPMENT PROJECT. (ACCOUNT 605 - 400 -6510 -6104) WHEREAS, the airport depends upon the rental of hangars as a major source of its income. Additional hangars will not only generate more income from rental fees, but also additional revenue from fuel sales, the airport's other major source of income; and WHEREAS, the FAA AIP i 3 Grant and the City's authorized 2003 Certificates of Participation have been identified as funding sources for the design and construction of fifty five new hangars, to be housed in five aircraft storage hangar buildings; and WHEREAS, the project has been approved by the Petaluma Airport Commission. NOW, THEREFORE, BE IT- RESOLVED that the City Manager is hereby authorized to award a contract for design services to Mead & Hunt, 707 Aviation Blvd., Santa Rosa CA'95403. • JA4 1 5 2004 I, , PROFESSIQNAL SERVICES AGREEMENT' T- Hangar Design ;Services -- (Title of Project) (Project Account Code No. 60 5 =400 -6510 -6104) THIS PROFESSIONAL SERVICES AGREEMENT "Agreement ") is entered into and effective as of November .1 , 2003 ( "Effective Date") by and between; the, City of Petaluma, a municipal corporation and a charter city ( "City ") 'and Mead. & Hunt Inc 707 Aviation Blvd. , Santa-Rosa, CA 95403 a design and en 'ttig eerin firm ( " Consultant") (collectively, the "Parties "). WHEREAS, the Parties enter into this Agreement for the purpose of Consultant providing professional services to "Cityunder the°terms and conditions set forth.herein. THEREFORE, in consideration of the mutual covenants contained in this Agreement, ,the Parties agree as follows: 1. 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; Bu "siriess 7ii i Certificate herein,' City A. For the full„ performance of -the Services as described. shall compensate Consultant under the followin g terms One Hundred Fifty Thousand Dollars 150 000 as follows: 1'25 `000 for design services Exhibit A• additional fees on a time "and- expense basis not to exeeed$25,000 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 "comperisated for services- n addition to those described in - Exhibit A, only if Consultant and City execute a written amendment to this Agreeinerlt ': 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.Agreeme ed Fifty Thousand Dollars ($150,000:00) d without' p ' rior. written authorization' o f the City Manager: .- Further, no cornpensatiori fore ;section or work program component attached with a specific budget shall be exceeded without prior written authorization df the Manager. „ D. Notwithstanding any provision. herein, Consultan t shall not be paid any .. ation th the City Finance compens' until; such time as Consultant• has on file wi Department current information ;requested on the `-`Vendor Information" form available from City,, and has obtained a' currently valid Petaluma business tax certificate. ;PROFESSIONAL SERVICES AGREEMENT— CITY February 2003 E.' City's obligation to pay :compensation to Consultant as ,provided her is contingent upon Consultant's performance of the Services pursuant to the Ierrns and conditions of this Agreement and any amendments thereto. 3. Term The termlof this Agreement commences on the Effective Date, and ter urinates on December 31, 2004 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 may terminate this Agreement without•cause upon ten (10). days' written notice. City may immediately terminate or suspend this Agreement for cause. Cause fo 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 rin: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 terrrinates this Agreement for"_ cause Consultant shall be liable to City for any excess; cost City incurs for completion of the Services. Consultant's 'Representation; Indenendeut 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 techfiical personnel to: perform all Services under this. Agreement. It is expressly understood that Consultant and its agents and employees,. shall act in `independent capacity and as an'independent contractor and not as officers, employees or agents of City. This Agreemenvshall pot be . construed as - an:agreement for employment. 6. Facilities and Egiiipment :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 'Connsultant's sole cost and expense, keep in effect at all. times during the term of this Agreement any ,licenses,, permits or other such approval's which are 1egallyrequired for performing the Services. 8. Time Consultant shall devote such time to the performance of the Services as may be reasonably'neeessary for satisfactory performance :of Consultant's obligations 'pursuant to this Agreement. 9. Inspection Consultant shall provide the City every reasonable opportunitylo 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 2 PROFESSIONAL SERVICES AGREEMENT— CITY February 2003 I ' I inspection p ,.and approval b the City. pp y � y . T e inspection h £of such 'work, shall not r elieve a .. • Consultant of any of Its obligations pursuant to thrs gr 10 Proeress 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. 11. Confidentiality Jn the course of Consultant's' employment, Consultant may have' access to trade secrets and confidential information, disclosure of which is 'protected or limited sha b law. Consultant 11 not directly or indirectly disclose or use any such confidential y 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 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. 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 H , whatsoever nature, which Consiiltarit delivers t& City pursuant to this Agreement, shall be n first class and Workmanlike manner and conform to the P p substantial, n wo stantia, ' f profession. All such instruments o,f service shall- become the standards Cons � sole and exclusive property of City upon delivery of the same: 15. Assi nment/T ransfer No assignment r in whole or in part of this Agreement ent or transfer shall be.made,withoutthe prior written consent of City. 16. Subcontractors Consultant shall directly perform all &r and shall not 'subcontract any p rior written consent of City. onion of ° erformance of the Services without the p p, Any such. subcontractors shall be required to comply, to the full extent applicable, with f this Agreement mited to, procuring and they terms andi� conditions o including' but not li . 'maintaining' insurance coverage as required ;herein and which shall name City as an additional insured. 17. Compliance 'With All Laws Consultant shall fully comply with all applicable local, state And and. ordinances pertaining performance of the S q tent that any other government agency or entity required hereunder. To he extent 3 PR_ OFESS IONAL SERVICES AGREEMENT —CITY February 2003 provides compensation for any Services, Consultant shall comply with all rules and regulations applicable to such fiscal assistance. 18. Discrimination During the perforrriance of this Agreement, Consultant - shall not discrirr inate!,against any employee or applicant for employment because of race, yeligion, creed, color, national, origin, ancestry, gender, 'sexual orientation, age or physical or mental disability in violation of any applicable law. 19. 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 returri receipt (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 delveryservice; 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 byz first -class or ;certified marl 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 receivedi on the.nextbusiness day if it:is received after 5:00 p.m. recipient's time or on a noribusiness day. City: City Clerk City of Petaluma Post Office; Box 61 Petaluma, California 94953 Telephone: (707) 778 -4360 Facsimile (707) 778 -4554 And: Telephone: Facsimile: Consultant: Mike Shutt; P.E. Mead & Hunt, Tne. 707 Aviation. Blvd. Santa Rosa, `CA 95403 4 PROFESSIONAL SERVICES AGREEMENT- CITY February" 2003 Telephone: 707/526- 5.010 " Facsimile: 707/526 - 9721 20. Ownership of:Doeurrients 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 or his or her designated representative. 21. Indemnifieation Consultant shall indemnify, defend with counsel acceptable to City, and hold harmless City and- its officers, officials, employees, "agents and volunteers from and against any and all liability, loss, damage,. "claims; expenses, and costs (including, without limitation, attorney's fees and costs and fees of litigation) (collectively, "Liability") of every, nature „arising out of or in connection with Consultant's alleged errors, omissions, or"riegligent performance of the Services or its failure to comply with y g Agreement, an of its obligations contained in this A ee ment, except such Liability caused by the sole negligence. or willful misconduct of City. Notwithstanding the foregoing, to the extent that this Agreement.is a "construction contract" within the definition of Civil Code Section 2783, as may be amended from. time to time, such indemnity shall not include Liability for the active negligence of City. 22, Insurance Consultant shall comply with1he "Insurance Requirements for Consultants" in Exhibit B -2 attached hereto: "and incorporated herein by reference. [Indicate attached exhibit, e.g., "B -1." or "B12. "] 23. Amendment This Agreement may be amended only by a written instrument executed by both Parties. 24. Litigation If ,Mitigation 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. 25. ' 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. 6 G tale 'd Petaluma. action arising from or interpreted under the 2 laws of'Ift S Califo overnm� Law, Ve _ nue rrlha and the City of Petal enforced, and brought in connection with this Agreement "shall be 'venued in a court, of competent jurisdiction in the County" of Sonoma, State of California.. • 27. 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 part of such provision. The provision shall remain in full force and effect. 5 PROFESSIONAL SERVICES AGREEMENT— CITY February 2003 28. Seyerability 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 thi& Agreement shall continue in full force and effect. 29. No 'T'h'ird Patty 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. 30. Mediation The Parties agree to make e 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. 31. Consultant's 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 maintained 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 upon, the records shall be available at Consul'tant'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. 32'. 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. 33. Survival All obligations arising -prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 34. Entire Agreement This Agreement -,. including the exhibits attached hereto and 'incorporated herein, constitutes the entire agreement between the Parties with respect to PROFESSIONAL SERVICES AGREEMENT — CITY February 2003 i the Services, and su p g ercedes all prior agreements gr or understandings, oral or written, between the Parties in this re ard. . I ' IN WITNESS WHEREOF, the parties hereto have executed -this document the day, month and year first above written. CITY OF`PETALUMA CONSULTANT By City Manager Name ATTEST: Title City Clerk Address° APPROVED AS TO FORM: City State Zip City, Attorney Taxpayer I.D. Number APPROVED: Petaluma Business Tax Certificate Number Department. Director APPROVED: Risk Manager APPROVED: Finance Director 7 PROFESSIONAL SERVICES AGREEMENT— CITY February 2003 SCOPE OF WORK' :for Design Services Petaluma Municipal Airport — Hangar Developrrient November 19,2003 A. PROJECT OVERVIEW The CONSULTANT services required are those necessary to prepare° preliminary and final designs. for the construction of prefabricated metal hangar buildings in general conformance with the;documents approved by the City SPARC conunittee in May 2001, as illustrated on the drawings prepared by Cogenesis Group at: that time. The CONSULTANT`shall prepare Plans and Specifications, which will allow competitive bidding of the hangar complex that is envisioned by the CITY,. 'ln,orderto provide the CITY with th project, the CONSULTANT shall prepare three bid schedules; one for the site improvernentwork which'includes funding from the FAA, a second schedule the buildings, and a third that combines all into a single contract. The CONSULTANT shall prepare professionally stamped plans for the drainage and paving, improvements to the water system, al] electrical improvements, and preliminary footing designs for the Project. The prime Contractor _shall be responsible'for preparing professionally stamped working- drawings''for. all structural details for;the building, design and coordination for approval of a fire protection system, and final footing designs to incorporate the loads and bolt patterns of their specific building. B. PROJECT DESCRIPTION ThisTroject consists of professional and technical services to provide for five (5) aircraft storage hangar buildings (approximately - 73,000 square feet of buildings)' with a construction budget estimated to be $2.8 million dollars. This Project shall also include the building ,of a men's;and women's restroom facility (with showers); design of a, bike /pedestrian pathway through the Project area, new security fencing and gates, extension of fire mains and new fire hydrants; design of car parking. areas, and ,impro ements to the drainage system in the area. The hangars shall be designed for aircraft storage and ,no"hazardous commercial aviation activities are anticipated. The T= Hangar buildings shall have rolling - doors and the four -unit executive hangar shall' have electrically operated bi -fold doors. The buildings shall have the same general architectural features as the'hangars that were recently constructed at the Airport. • Page 1 of 8 m y i III. I i Ili i� I I . u,1 , G' "'DETAILED WORKSCOPE TASK 1 — COORDINATION, SCOPING,.AND PROJECT MEETINGS The CONSULTANT shall meet with the Planning Department, Airport Committee, Fire Officials, and Building Officials as necessary to define all components of the Project prior to bidding. This task shall be limited to five meetings and no public presentations. TASK 2 — P RELIMINARY SITE DESIGN . The CONSULTANT shall update the Preliminary Site Plan and coordinate any suggested revisions with the CITY. Utilizing this plan, the CONSULTANT shall prepare a detailed estimate of likely construction costs for the Project. Also, the CONSULTANT shall prepare a realistic timeline forthe implementation of the Project, considering,a design, reviews by the CITY, permitting, outside agency review, internal CITY processes, bidding, and time necessary to award the construction contract. TASK 3 = SURVEYAND MAPPING The o e P ,p drawinr s,dotail topographic maps of the Project area. This survey shall be adequate serve s b s g design the hangars and all site improvements. All mapping shall be in conformance with reference points that have been previously established at the Airport. TASK 4 — F IRE CODE ISSUES The CONSULTANT shall,identify the fire code issues that affect the Project. This shall include, but not be limited to, the adequacy of the'existing main supply system, the location of fire hydrants throughout the hangar area, and the location of the required fire department appurtenances (detector check valves and fire department connections). TASK 5 GEOTECHNICAL STUDIES AND l' DUNDATIONDESIGN The CONSULTANT shall retain the services of a qualified geotechnical engineer (Bauer & Associates) who'is familiar with the Petaluma Municipal Airport., Bauer & Associates shall update theirprevious reports and provide supplemental fie] d'investigation.as necessary to provide soil information for the Project. Bauer & Associates shall also provide all recommendations necessary for the construction of the foundations for the proposed hangars. The CONSULTANT shall utilize this information to prepare a preliminary design for the hangar foundations that will be suitable for bidding. The construction Contactor shall prepare final foundation designs based upon the loads that are specific to the buildings chosen for this Project. The CITY shall provide the CONSULTANT with all= necessary local code Page'2 of 8 requirements that may affect:the °design of the foundations and - buildings. This information:.shall be included in the.Plans and Specifications for the Project. The CONSULTANT shall evaluate,the use of soil. stabilizing methods- -(lime ; treatment or cement: treatment) in order to stabilize the highly expansive soils found at:the site. The:cost of this soil treatment will be compared against the more conventional method of removing and replacing -the expansive soils with stable material. TASK 6 - - COORDINATE >AND DESIGN DRAINAGE SYSTEM The CONSULTANT shall design all drainage improvements, in the area and integrate these improvements into the drainage. system which will be installed under the contract funded.by fhe1AA. TASK 7 _ DESIGN BUILDING SYSTEMS AND RESTROOM Based upon the final site plan, the CONSULTANT shall prepare design. drawings of adequate detail to allow the CITY to..receive competitive bids for the construction of the hangar buildings. This: design effort assumes that the construction Contractor shall have the primary-responsibility for designing the structural components of the buildings and securing all building permits The CONSULTANT shall provide minimum standards for the buildings (geometry for the building, minimum clearances, gauge +of steel sheeting,. types of materials that will be: approved, and framing requirements), and any other minimum features necessary to ensure that the CITY receives bids for high quality buildings. The CONSULTANT shall;pay particular, attention to the details for the door systems for the various buildings, This shall include a detailed description of the minimum requirements for the various types of doors '(eg., bottom - rolling doors and electrically- operated bi- folding doors). The CONSULTANT shall design a dual - restroom facility (including showers), which will be in compliance with all local, state, and federal codes. TASK 8 -. GRADING AND PA VEMENT DESIGN The CONSULTANT shall prepare a grading plan of the hangar area reflecting any changes in,the existing grades that are required to accommodate'the final site plan. The CONSULTANT'shall,design a pavement section based upon FAA criteria utilizing the soil strengths that:will. be determined by Bauer.& Associates (either imported new material or stabilizing of existing,.material). The.CONSULTANT shall, also consider any higher load areas (truck traffic) and design these pavements to a higher strength. TASK 9 — ELECTRICAL ENGINEERING The CONSULTANT shall prepare detailed electrical distribution drawings for all of, the buildings. This shall include the installation,of a PG&E transformer:sized adequately for this.Project as well as;.a. metering system approved by PG &E; The CONSULTANT shall retain a focally experienced. electrical Page 3 of S I� engineer (Braden Professional Engineering) to design "this element of work. The CONSULTANT shall meet with.the CITY as necessary to determine the level of service to be provided to the tenants (electric outlets, interior lighting, exterior'lighting, circuiting; and the power requirements for any electrically= operated doors in the Project). 'The CONSULTANT shall also meet with the CITY.to review the options of providing individual metered : service to all/or selected hangar, bays. TASK 1 - 'COSTS AND",QUANTITIES Based upon the final designs for the Project,, the CONSULTANT shall update the "cost estimates that were prepared in the preliminary design and,,present updated cosis'to the:CITY for budgeting of the Project. This task shall also include the presentation of:a detailed quantity breakdown as.a bid form, which will be p CONSULTANT provided to the CITY for inclusion m.the bid documents.. The CONSUL shall prepare a spreadsheet, which identifies certainco'sts that,are'eligible °for reimbursement under FAA Grant AIP -12 and -13. TASK I I - SPECIFICATIONS AND BID DOCUMENTS The CONSULTANT shall prepare detailed Technical Specifications for the Project. The CONSULTANT shall also prepare any Special Provisions for the Project since:.it is constructed on an active airport. This shall 'mclude, but not be limited to, restrictions on Contractor movement in the air - operations area, closures of exiting active taxiways, .and security issues that will affect the Contractor's ability to wor p k:on the site, For thessite xm rovement:bids, the CONSUL TANT shall prepare all necessary sections that,are'required'by the FAA. The CONSULTANT shall prepare three•separate bid schedules; one for the site work, one for the buildings, .and one that combines all work into a, single contract. The CONSULTANT shall work with1he FAA to determine how to identify work elements that are affected by Federal bid requirements. TASK 12 - BIDDING ' I The CONSULTANT shalt p'r"oyide. technical :support to the CITY during the bid process. The CONSULTANTshall attend a pre -bid meeting for theTroject. The:CONSULTANT'shall support the CITY's project,representative and respond to any equests for information and addenda that are required during the bidding process. -'Ir : Page 4 of 8 D. PROJECT DELIVERABLES The CONSULTANT shall deliver to the CITY the following items: 1. An Engineer's Design Report 'ahat includes design rationale, cost estimates, geotechnical studies, and any other"unique. aspects ofthe, Proj ect, 2.. Colored, site plans and illustrations to be used by CITY staff in securing approval for the Project: 3. Detailed construction cost estimates and likely schedules for the implementation of the, Project.. This.report shall be updated periodically as, the design proceeds. 4. Final Technical Specifications in an, electronic format suitable for.inclusiori in the CITY's bid documents. 5. Final drawings for bidding, which will be stamped with the professional seals of'the various design:, professionals. E. SERVICES.PROVIDED BYTHE'CITY. 1. The CITY shall provide all criteria and full information as; to the CITY's requirements for the Project, including objectives and constraints, space, capacity and performance requirements; flexibility and expandability, .and any budgetary limitations. 2. The.CITY shall assist CONSULTANT by placing at his disposal all available information pertinent to the Project including previous reports and any other data relative to the Project. 3. The CITY, shall arrange'. for accessto.and make all provisions for CONSULTANT to, enter upon public and private property, as allowed by law and within CITY's control, as required for CONSULTANT to "perform its services. 4. The CITY shall examine all studies, reports sketches, drawings, specifications, proposals, and other= documents presented by CONSULTANT;- obtain advice of an attorney, insurance counselor and other consultants as the CITY deems appropriate for such examination and render in writing decisions pertaining thereto within;a reasonable time so as not to delay the services; of CONSULTANT. 5. The CITY shall furnish approvals and permits from all governmental authorities, having jurisdictionover the Project and such=approvals and.consents from other`s as may be necessary for completion of the Project. 6. The CITY shall provide any environmental processingias maybe required . o satisfy the California Environmental Quality Act (CEQA). • Page 5 of 8 - i 7. The CITY shall designate Mike Glose, Airport.Manager, to act as CITY's representative to act as liaison between the CONSULTANT and the Public, Facilities and Service.Department. Such person shall have complete authority to, transmit instructions, receive information; 'interpret, and define CITY's policies and decisions with respect.to .materials, equipment, elements, and systems pertinent to CONSULTANT's services. 8. The CITY shall give prompt written notice to CONSULTANT'whenever CITY observes or otherwise becomes aware of any development thataffects-the scope of timing; of CONSULTANT's services, orany defect in, the work.of Contractor(s).' 9. The CITY shall furnish, or:direet CONSULTANT"Ito provide, necessary Additional Services if such services exceed those ddescribed in the Consultant's Work Plan and are deemed necessary by the CITY for the satisfactory completion of this Project. 10. The CITY shall coordinate.and schedule all'ineetin g s necessA to support the Project, including necessary. , meetings with the public, Planning, Officials, Building Department, and Fire Officials. 11. The CITY shall issue in writing any code variances that may required to implement the Project. 12. The CITY shall have full responsibility for assembling a complete Specifications booklet, including bid documents. The CONSULTANT shall provide the�CITY`with Technical Specifications; Special Provisions for construction on airporfs,;FAA requirements, the Bid Form, all Plan Sheets, Arid Soils Report. The CITY shall coordinate the bid process with technical assistance from the. CONSULTANT. F. EXTRA WORK Services performed by the-CONSULTANT to the CITY which exceed those services described in Section p A herein, shall be considered "extra work ". It is anticipated that.in connection with the Project, the CITY may wish to request that the CONSULTANT perform extra work a.totatamount not to exceed Twenty Five Thousand ,Dollars ($25,000-00).' . The CONSULTANT shall be compensated for extra work.at the .rates,shown in Exhibit C: Such extra work shall only be performed by the'CONSULTANT to the extent specifically approved m writing beforehand by the City's Airport Manager; Any additional work in a; I excess.ofTwenty`)F* Thousand ° Dollars ($25,000;00) shall be subject to the City Manager's approval as set forth in paragraph 2C of the - Professional Services Agreement. • Page` 6 of 8 G. CONSULTANT'S COMPENSATION For the "full performance of the CONSULTANT's services as described herein, the CITY shall compensate the CONSULTANT under the following terms: 1. For the Design Services outlined in Exhibit A, the CONSULTANT shall be paid.a lump sum fee, not to exceed One Hundred Twenty-Five Thousand Dollars ($125,000.00). Services shall be invoiced on a. monthly basis in accordance with agreed -upon estimate of completion.. 2. .FortExtra Work,, only if,and to the �extentauthorized by the City's Airport Manager, the CONSULTANT shall be compensated according to the Schedule of Fees shown in Exhibit C. The?iotal' costs of such extra work shall not exceed Twenty Five Thousand Dollars ($25;000:00). K EXCL USIONS The CONSULTANT has excluded all costs associated with construction engineering services:, Due to the uncertainties i the Projectmid the.need:to expeditiously proceed with. design, any support required from the CONSULTANT during construction, sha11 be negotiated once the bid documents have been prepared. This workwill then be included in the professional engineering services contract as an amendment, once the scope and timing of the Projecthas been better defined. I. SUBCONSULTANTS The CONSULTANT shall be allowed to use the following subconsultants on this Project: ► Braden Professional Engineering— Electrical ► Bauer & Associates — Geotechnical > Steven J. Lafranchi & Associates — Survey ► Cogenesis "Group — Architectural and Local Planning > HYT Corporation — Code Analyses J. INVOICING AND PAYMENT • Partial payment;shall be made to the CONSULTANT on a,monthly basis in accordance with the estimate of the, percentage;of completion of the work and applicable charges for time and expense; work. Invoices shall `be , submitted to the CiTY's project representative for =;approval. Payment shall be made °within forty- Page 7 of 8 Y y i V .five (45) days upon receipt of'the CONSULTANT'S invoke. Approval of, acceptance of, or payment for CONSULTANT's services as work progresses under this Agreement shall not release the CONSULT - ANT of liability or default or constitute a waiver of any claim,Ithe CITY may have against the CONSULTANT for failure of performance hereunder.. K. FEE SCHEDULE The CONSULTANT shall use the Schedule of °Fees.dated January 1, 2003 as shown on Exhibit C. Should work described in this .Agreement continue beyond December 30, 2004, the CONSULTANT shall be allowed to make reasonable adjustments to this Schedule of Fees. L. CONTRACTOR'S RESPONSIBILITY TO CONSULTANT Should any design work covered by yth'is.Agreement result in a Construction Contract between the CITY and a Contractor, the CITY agrees to require the Contractor to =name CONSULTANT as Additional Insured on insurance policies required of Contractor and to provide the same. Indemnification in favor of CONSULTANT as the CITY requires for itself NAC1ients%PE71Contr=uTET.Hengu Development.Scope of Workdoc� Page 8 of 8