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HomeMy WebLinkAboutCivic Center Schematic Design V i CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 28, 1987 SUBJECT Civic Center Schematic Design EXHIBITS ATTACHED Existing Agreement for Services Proposed Amendment RECOMMENDATION Receive Presentation , Obtain Public �V ' Input , Provide Direction on Additional Design Services . FINANCIAL STATEMENT : The cost for the interim design services will be developed by Monday , January 26 , 1987 . DESCRIPTION At a special meeting on November 18 , 1986 , the City Council reviewed and approved a program for the Dublin Civic Center . The approved program provides sufficient space to accommodate the City through the year 2005 . The total building size required to meet these projections is 45 , 377 square feet . This provides space for a police facility, administrative offices , City Council Chambers , and a Regional meeting room. Of this total 18, 710 square feet is devoted to the police facility. The 26 , 667 square feet within the City Hall facility provides sufficient building flexibility to accommodate the provision of engineering and public works with City employees as opposed to contract employees . Also , space is provided to allow for the assumption of the management of sewer and water functions . Based on a review of the program needs , the design team has developed a scheme , which will accomplish the various functions which are requirements of a civic center . The architect will make a detailed explanation of the proposed schematic design, which has been reviewed and recommended by the Civic Center Advisory Committee (CCAC) . The City Council will have an opportunity to obtain public comments and provide input on the proposed schematic design . If the City Council approves the CCAC recommended schematic design , the architect has indicated a willingness to immediately begin the Design Development phase . Staff has prepared an amendment to the existing agreement with the project architect , which will allow initial design work to proceed . A comprehensive agreement covering the remainder of the project will be presented at the regular City Council meeting on February 9 , 1987 . This will provide adequate time for review by Staff and the City Attorney. The costs for the interim agreement are being developed and will be available Monday , January 26 , 1987 . If the City Council concurs with the schematic design presented , staff recommends that they approve the Addendum to agreement for Architectural Services and authorize the Mayor to execute the agreement . COPIES TO: George Miers & Associates Harris & Associates •= F • 4 • CITY OF DUBLIN AGREEMENT FOR PRELIMINARY ARCHITECTURAL SERVICES • CIVIC CENTER PROJECT PREDESIGN, SITE ANALYSIS & SCHEMATIC DESIGN SERVICES THIS AGREEMENT, made and entered into this .8th day of September, 1986 at Dublin, County of Alameda, State .of California, by and between City of Dublin through its duly elected or appointed officers, hereinafter called "CITY" and George Miers & Associates, hereinafter called. "CONSULTANT". WITNESSETH: That the CONSULTANT for and in consideration of the - covenants, conditions, agreements and stipulations of the CITY herein expressed, does hereby agree to furnish to the CITY services and materials, as follows: SECTION I - PROJECT COORDINATION (A) City • The City Manager will be the representative of CITY for all purposes under this Agreement. Paul Rankin, Assistant to the City Manager hereby is designated as the PROJECT MANAGER for the City Manager and shall supervise the progress and execution of this Agreement. • (B) Consultant Consultant shall assign a PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. The assignment of personnel shall — be consistent with the proposal submitted by the Consultant (Exhibit A) . Should circumstances or conditions subsequent to the execution of this Agreement require a substitution, • the personnel substituted shall be subject to , the prior written approval of the PROJECT MANAGER. • SECTION II - SCOPE OF PROJECT The scope of the project to be executed by CONSULTANT under this Agreement is as described in Exhibit "B" attached hereto and made a part hereof and as described in the consultant's response to the City's request for proposal. The intention of this agreement is, in the interest of time and due to the complexity of the program, to divide the overall scope of work into two phases. The first phase includes predesign work, programming and schematic design. The second phase includes design development, contract documents, construction administration and post construction work. It is also the intention of this agreemnt that the consultant will be retained for the entire project pending satisfactory completion of phase one. SECTION III - DUTIES OF CONSULTANT The CONSULTANT shall perform all tasks within the scope of work stated as Predesign Services, Site Analysis Services and Schematic Design Services as detailed in the Scope of Work. • - SECTION IV - COMPLETION DATE • It is understood that time is of the essence of this Agreement. CONSULTANT shall complete the work described in this Agreement within 120 calendar days of a notice to proceed being issued by the CITY. It is understood that the CITY shall exercise due diligence in performing it's tasks to implement the CONSULTANTS timetable. • • Page 1 • F�{ Y • . y SECTION V - COSTS (A) Compensation; Method of Payment 1. Total Cost of Services shall not exceed $127,010 as shown in Exhibit "C" attached hereto and made a part hereof. 2. Bills shall be submitted monthly based on the progress of work. . 3. Net payment is 30 (thirty) days. 4. The CITY shall retain 10% of the billing, said retention shall be paid to CONSULTANT with final • payment upon successful completion of the scope of work outlined in the Agreement. (B) Reimbursable Expenses 1. Reimbursable expenses are in addition to the compensation for services and include actual expenditures made by or on behalf of CONSULTANT in the interest of the project for the expenses listed as follows: (a) Expense of additional reproductions, postage and other documents not included in this Agreement. (b) If authorized in advance by CITY, expense of overtime work requiring higher than .regular rates. (c) Expense of any additional renderings, models and mock-ups requested by the CITY not included in this Agreement. 2. Reimburseable expenses shall not exceed $3,000 without written approval by the PROJECT MANAGER. (C) Additional Services 1. Any extra services in addition to those indicated in this Agreement shall' be billed at the hourly rates listed in Exhibi t "D i n addition to t h e fee indicated in Section V above. SECTION VI - OWNERSHIP OF DOCUMENTS The CITY shall have full and complete access to CONSULTANTS calculations, drawings, specifications and other documents during progress of work. If specifically requested in writing by the City, all such documents prepared by _ CONSULTANT may become the property of the CITY upon completion of the project or termination of this Agreement. The CONSULTANT may retain a copy of all material produced by CONSULTANT pursuant to this Agreement for use in its general business activities. Should the CITY desire to use the work completed under this Agreement for purposes other than those intended under this Agreement, the CITY will notify CONSULTANT in writing prior to any other reuse of said documents and will indemnify and hold harmless the consultant for any such use. SECTION VII - DUTIES OF CITY (a) CITY shall provide full information regarding its requirements for the project. • • Page 2 y vim_. • (b) CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, - to avoid unreasonable delay in the progress of CONSULTANT's work. - (c) CITY shall furnish environmental, structural, mechanical and other laboratory tests, inspections and reports as required by law or by the contract documents. (d) The services, information, surveys and reports required above shall be furnished at CITY's expense, = and CONSULTANT shall be entitled to rely upon the accuracy thereof. (e) If CITY observes or otherwise becomes aware of any _ - fault or defect in the project or nonconformance with the contract documents, CITY shall give prompt .written notice thereof to CONSULTANT. • (f) CITY shall furnish information required by CONSULTANT as expeditiously as possible. SECTION VIII - INTEREST OF CONSULTANT: CONSULTANT INDEPENDENT OF CITY In accepting this Agreement, CONSULTANT covenants that it presently has no interest, and 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, no subcontractor or person having such an interest shall be employed. CONSULTANT certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of. CITY. SECTION IX - OUTSIDE CONSULTANTS CONSULTANT shall be responsible for employing all outside consultants (subconsultants) necessary to aid CONSULTANT in the performance of the services listed in Section III of this Agreement; provided, however, that all such subconsultants shall receive prior approval of CITY in writing and shall remain acceptable to CITY during the term of this Agreement. The list of subconsultants contained in Exhibit "E" shall be considered approved without further written request. SECTION X - INDEMNITY CONSULTANT agrees to indemnify, hold harmless and defend CITY, its officers, agents, and employees, from and against any and all claims, demands or liability of any sort which may arise out of the negligent acts, errors, omissions or other breach of duty by the CONSULTANT, its subconsultants; if any, employees or agents. SECTION XI - INSURANCE (A) Liability Insurance CONSULTANT, at is sole cost and expense, shall obtain and maintain in full force and effect throughout the entire term of this Agreement the insurance coverage, insuring not only CONSULTANT, but also (with the exception of workers' compensation and employer's liability insurance), CITY, its officers, agents, and employees, and each of them but only in regard to this project. Limits of said policy shall be deemed acceptable by the City Attorney. Page 3 Certificates of such insurance, shall be filed with CITY not later than 10 days following the date of this Agreement. Said certificates shall be subject to the approval of the City Attorney and shall contain an endorsement stating that said insurance is primary coverage and will not be cancelled or altered by the insurer without thirty (30) days prior written notice to CITY of such cancellation or .alteration, and that the City of Dublin is named as an additional insured (except in policies of professional liability insurance) . Current certificates of such insurance shall be kept on file at all times during the term of Agreement. (B) Workers' Compensation CONSULANT certifies that it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and it certifies that it = will comply with such provisions before commencing the performance of the work of this Agreement. SECTION XII - AGREEMENT BINDING - The terms, covenants, and conditions of this agreement shall apply to, and shall bind, the heirs, successors, executors, administrators, assigns, and subcontractors of both parties. SECTION XIII - NONASSIGNABILITY (A) Personal Services of Consultant Both parties hereto recognize that this agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or •subcontracted by CONSULTANT without the prior written consent of CITY. - - (B) Services of Subconsultants and Their Employees CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT hereunder. No subconsultant of CONSULTANT will be recognized by CITY as such; rather, all subconsultants are deemed to be employees of CONSULTANT, and it agrees to be responsible for their performance. CONSULTANT shall give its personal attention to the fulfillment of the provisions of -this Agreement by all of its employees and subconsultants, if any, and shall keep the work under its control. If any employee or subconsultant of CONSULTANT fails or refuses to tarry out the provisions of this Agreement or appears to be incompetent or to act in a disorderly or improper manner, he or she shall be discharged immediately from the work under this Agreement on demand of CITY. SECTION XIV - RELIANCE UPON PROFESSIONAL SKILL OF CONSULTANT It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done hereunder and that CITY relies upon the skill of CONSULTANT to do and perform the work in the most skillful manner, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT's work by CITY does not operate as a release of CONSULTANT. from said obligation. • • Page 4 • _. - - .. ..Y't F C-a_ r�-%r�..'.'�.,'d`•°-'.r.`�,.:ci"'iM'._k.'�6.1..:... ,-i: SECTION XV - TERMINATION OF AGREEMENT This Agreement may be terminated at any time, by either party, for breach of contract. The CITY:.may terminate unilaterally with' reasonable cause upon thirty (30) days written notice to the CONSULTANT. All work performed • pursuant to the Agreement and prior to' the date of termination may be claimed for reimbursement, upon audit and verification of the work completed, pursuant to the / schedule of rates in Exhibit "D". /4/ ATTEST: � l i ,��—`�.✓ _/ 9 Cit Clerk CITY,. BLIN, M or/ n GE•. '. MIE/l & ASSOCIATES 7/Z,Gilepeo • Page'S • • ADDENDUM TO AGREEMENT FOR ARCHITECTURAL SERVICES This addendum, made and entered into this 26th day of January 1987 , by and between City of Dublin, hereinafter "City" and George Miers & Associates , hereinafter "Consultant" , shall amend the terms of an existing agreement dated 8th day of September 1986 . Whereas , The Consultant has completed the preliminary architectural services defined in the agreement dated September 8 , 1986 ; and Whereas , The City desires to have the Consultant proceed with the design of a civic center project ; and Whereas , In order to avoid delays the continued services of the Consultant can be accomplished through an interim agreement ; and Whereas , . This addendum shall be limited in scope , duration, and maximum cost . Now, Therefore , the parties agree that the following amendments to the covenants , conditions , stipulations shall become a part of the agreement dated September 8 , 1986 . . Section II- Scope of Project The scope of the project to be executed by the Consultant under this Agreement is as described in Exhibit "B. 1" attached hereto and made a part hereof. It is understood that the Consultant will not complete the entire scope defined in "B. 1" under this agreement . This addendum shall serve as an interim agreement prior to execution of a comprehensive agreement containing services defined as the second phase in Section II of the agreement dated September 8 , 1986 . Section IV - Completion Date The term of this addendum shall be until February 10, 1987 , unless further amended by both parties in writing . Section V - Costs (A) Compensation ; Method of Payment 1 . ,_ Total Cost of Services shall not exceed $ (B) Reimburseable Expenses Reimburseable expenses shall not exceed $ without written approval of the Project Manager . Attest : For City : City Clerk Mayor Linda J. Jeffery For Consultant : George Miers George Miers & Associates �..:._';._�-_.. :..'..•:: . .� .:,:. ....�..-.t;..::.u......._r_:: �. .:Ei,..�.r.....�:i-i�.::....�_dS..._.::,i�_ ..E...ma ..,�.�..�,.,..wx--fir._ c�._.-.xnww r��..��ws_..,�....._.i_.:..tr�.�_e.......•.�.`.�.-ia .._.....__... • • • • • x 7S) a 4'1.. .' • • • • • C I T Y O F D U B L I N • PROPOSED • CIVIC CENTER ARCHITECTURAL SCOPE OF WORK . • • Prepared July 1986 • • • • • jar l ..f.,..;.x.. ..,i, ...,".....r.; .-.. .,s .ti:.:-.. :_.». .r is.....:.q.. ._-..... .. .anr_..:...,v. .....;,,.,�.:-;. _ ...,. -..,.....-.,_.>sw_.n.L..,.s.r.a r._.._..-.a.r,. aa..Y.... .>,...,n_e...._......_�.�.v..�....c.... ..-_..,,. ___ SCOPE OF WORK July, 1986 The Architectural Scope of Work presented on the following pages is a draft document. The assignment of duties and responsibilities will bye refined for inclusion in a contract with the firm selected. NOTE: Throughout the various phases, subsection "C" outlines City of Dublin and Related Governmental Agency Consulting/Review/Approval Services. In order to avoid repetition in each phase, a list of the typical agencies to be included is shown below: County Agencies: Alameda County Flood Control & Water Conservation District, Zone 7; Alameda County Health Care • Services Agency (Underground Storage Licensing) • City Agencies : Planning,. Building and Engineering Departments Other Agencies : ;Dublin San Ramon Services District (This agency provides water, sewer and fire protection services . Also, they 0 control the Dublin Sports Grounds adjacent to the project site. ) ; Pacific Gas & Electric; Pacific Bell; Viacom Cablevision; Dublin-Livermore Disposal; and CalTrans — - Y J } 1 c _...._.._ ._...,....... .._.....,. ..r.� ,..... ....r.,_ .a..._......�.t.....,..«y__`___...r_.._...�,r..r...._.:rir:. vr-d;:nv._...,-...tx.a...,u....a,-:.�a..........J,,._.�.....,a...u.4...-.s.,.w.f,.er.+.r_.,.._ r_._.�,r.-.r.�..a..+,..._w,......r�sy'.;:._._. PHASE IV - DESIGN DEVELOPMENT SERVICES In the Design Development Phase the architect shall provide services necessary to prepare from the approved Schematic Design Documents, for approval by the City, the Design Development Documents . These shall consist of drawings and other documents to fix and describe the size and character of the entire Project, including architectural, structural, mechanical and electrical systems, materials and such other elements as may be appropriate. Consideration shall be given to availability of materials, equipment and labor, construction sequencing and scheduling economic analysis of construction, user safety and maintenance requirements, and energy conservation. The following descriptions shall be the responsibility of the Architect. A. Project Administration services consisting of design development administrative functions including: 1. Consultation 2. Research 3 . Conferences 4 . Communications 5 . Progress Reports B. Coordination of Disciplines/Document Checking services consisting of design development activities for: 1. Coordination between the architectural work and the work of engineering and other involved disciplines for the Project. • 2 . Review and checking of documents prepared for the Project. C. City of Dublin Agency and Consulting/Review/Approval services consisting of design development activities including: 1 . City of Dublin and Construction Manager Consultations 2 . Agency consultations 3 . Research of critical applicable regulations 4 . Preparation of written and graphic explanatory materials D. City of Dublin supplied Data Coordination services consisting of design development activities including: 1 . Review and coordination of data furnished for the Project as a responsibility of the City 2 . Assistance in establishing criteria 3 . Assistance in obtaining data • Page 8 f° t r .....,.�.._x..... ..,. _.._.._.;..n.__...1..e,..r..,_a,._w. .. .__ ....�.._,._.a..r......v.,..�...�.<-....-�.._. .....a.cs..ia,: ��..w__..... ..._ .�. ..i.... .. _ ...-... ... . -a. -. E. Architectural Design/Documentation services during the Design Development Phase consisting of continued development and expansion of architectural Schematic Design Documents to establish the final scope, relationships, forms, size and appearance of the Project through: 1. Plans , sections and elevations 2. Typical construction details 3 . One (1) Study model 4 . Final materials selections 5 . Equipment layouts F. Structural Design/Documentation services during the Design Development Phase consisting of continued development of the specific structural system(s) and Schematic Design Documents in sufficient detail to establish: 1. Basic structural system and dimensions 2 . Final structural design criteria 3 . Foundation design criteria 4 . Preliminary sizing of major structural components 5 . Critical coordination of clearances 6 . Outline Specifications or materials lists 7 . Cost and ease of construction evaluation G. Mechanical Design/Documentation services during the Design Development Phase consisting of continued development and expansion of mechanical Schematic Design Documents and development of Outline Specifications or materials lists to establish: 1 . Approximate equipment sizes and capacities 2 . Preliminary equipment layouts 3 . Required space for equipment 4 . Required chases and clearances 5 . Acoustical and vibration control 6 . Visual impacts 7 . Energy conservation measures 8 . Maintenance and servicing criteria H. Electrical . Design/Documentation services during the Design Development Phase consisting of continued development and expansion of electrical Schematic Design Documents and development of outline Specifications or materials lists to establish: 1 . Criteria for lighting, electrical and communication systems 2 . Approximate sizes and capacities of major components 3 . Preliminary equipment layouts 4 . Required space for equipment. 5 . Required chases and clearances 6 . Maintenance and servicing criteria Page 9 - ��t .l t � tlX j 3 '� N I . Civil Design/Documentation services during the Design Development Phase consisting of continued development and expansion of civil Schematic Design Documents and development of outline Specifications or materials lists to establish the final scope and preliminary details for on- site civil engineering work. - J. Landscape Design/Documentation services during the Design Development Phase consisting of continued development and expansion of landscape Schematic Design Documents and development of outline Specifications or materials lists to establish final scope and preliminary details for landscape work. K. Interior Design/Documentation services during the Design Development Phase consisting of continued development and expansion of interior Schematic Design Documents and development of outline Specifications or materials lists to establish final scope and preliminary details relative to: 1. Interior construction of the Project 2 . Special interior design features 3 . Furniture, furnishings and equipment selections (optional ) 4 . Materials, finishes 'and colors 5 . Millwork L. Materials Research/Specifications services during the Design Development Phase consisting of activities by in-house architectural personnel in: 1. Presentation for City approval or proposed General and Supplementary Conditions of the Contract for Construction for City approval 2 . Development of architectural outline Specifications or itemized lists and brief form identification of significant architectural materials, systems and equipment and their criteria quality standards 3 . Coordination of similar activities of other disciplines M. Project Development Scheduling services during the Design Development Phase consisting of reviewing and updating previously established schedules for the Project. N. Statement of Construction Cost services during the Design . Development Phase consisting of updating and refining the Schematic Design Phase Statement of Construction Cost of the Project, taking into consideration: Page 10 t? o r r s' sm' i{r" 1a .� aY A._ _ y , _ T L � — w d r T — 1. Budget constraints 2. Availability of materials and labor 3 . Project delivery procedures 4. Construction sequencing and scheduling 5 . Changes in scope of the Project 6. Adjustments in quality standards • • O. Presentation services consisting of presentations of Design Development Drawings and other documents by the Architect to the following: 1. City Staff and Construction Manager 2 . City Council 3 . Residents • • MEMORANDUM TO: City Council FROM: City Manager SUBJECT: Interim Architectural Services Agreement Costs: Agenda Item 1/28/87 Meeting DATE: January 26, 1987 The agenda packet presented for the adjourned meeting to be conducted on Wednesday, January 28, 1987, did not contain cost figures for the interim architectural services. Staff has prepared an addendum to the existing agreement for architectural services. This agreement will allow the architects to continue with the process, while Staff and the City Attorney. develop a comprehensive agreement covering the remainder of the project. The costs incurred in the interim agreement would be credited against the total design development phase cost. Based on a pro-rate share of the original proposal, the architects have indicated a total fee not to exceed $22,400.. This provides for $11,700 in design services by George Miers and Associates and $10,700 of work provided by other members of the design team. Reimburseables shall not exceed $750. Therefore, Staff would recommend approval of the agreement distributed on Friday, with the figures of $22,400 and $750 inserted in Sections V(A) and (B) respectively.