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HomeMy WebLinkAbout7.1 Public Safety Complexor 19 82 /ii � 111 DATE: May 3, 2016 TO: FROM: SUBJECT STAFF REPORT CITY COUNCIL Honorable Mayor and City Councilmembers CITY CLERK File #600 -35 Christopher L. Foss, City Manager " Presentation on Plan for the Public Safety Complex and Approval of an Amendment to the Agreement with Indigo /Hammond + Playle Architects, LLP Prepared by Meghan Tiernan, Facilities Development Manager EXECUTIVE SUMMARY: The City Council will consider a plan for the Public Safety Complex project that proposes to renovate the facade of the core building, demolish the attached Butler building, demolish the tower building, and improve the site parking and landscaping. The City Council will also consider an amendment to the Agreement with Indigo /Hammond + Playle Architects, LLP, to expand the design scope of work to include building facade and site improvements. FINANCIAL IMPACT: The City Council has already established a Capital Improvement Project and $15 million has been allocated to that CIP from community benefit payment from the Dublin Crossing Project. The City will receive that payment by the end of this Fiscal Year (2015 -16). Indigo /Hammond + Playle Architects, LLP was retained last year when the City Council considered the interim improvements to Police Services at the Dublin Civic Center. On March 2, 2016 the City Council approved an amendment to their contract for relocation of the proposed building renovations to the Public Safety Complex. A second amendment to their contract will be necessary for the expanded scope of work at the Public Safety Complex, resulting in an increase to design fees as follows: Original Contract Amount $227,600 (Police Services at Civic Center) Amendment #1 $653,500 (Police Services at Public Safety Complex) Amendment #2 $25,000 (Study to increase project scope) Amended Contract Amount $906,100 (for $10M project) Proposed Amendment #3 $702,700 (Increased project scope by $5M) Total Amended Contract Amount $1,608,800 (for $15M project) Page 1 of 3 ITEM NO. 7.1 RECOMMENDATION: Staff recommends that the City Council approve the plan for the Public Safety Complex project and adopt the Resolution Approving an Amendment to the Agreement with Indigo /Hammond + Playle Architects, LLP for the Dublin Police Services Building Renovation. "ubmitte` By Public Works Director DESCRIPTION: '\ Reviewed By Assistant City Manager On February 2, 2016, the City Council adopted an Ordinance amending the Development Agreement with Dublin Crossing, LLC, to include changes relating to the City's receipt of certain Community Benefit Payments from the Developer. The revisions to the Development Agreement include the acceleration and consolidation of $15 million in Community Benefit Payments into one lump payment due June 30, 2016. On March 1, 2016 the City Council approved the creation of a new Capital Improvement Program Project - Public Safety Complex /Police Services - in order to provide for needed expansion space for Dublin Police Services through the community's buildout. Additionally, Staff recommended setting the entire $15 million of the Dublin Crossing Community Benefit Payment into the new CIP so that Staff could explore options for renovating the facade of the core building, demolishing the attached 8,000 square foot Butler building, possibly demolishing the tower building, and improving the site parking and landscaping. Police Services Building Currently, Police Services occupies 19,800 square feet of the Dublin Civic Center on two floors. Indigo's concept plan for Police Services at the Public Safety Complex would renovate approximately 24,700 square feet of currently unimproved building space and re -use a small amount of adjacent office space currently occupied by the Alameda County Fire Department (ACFD) administrative offices. ACFD occupies 14,082 square feet of office space, which is more than it requires. The ACFD space would be reduced to 13,676 square feet, which is still sufficient for their operations. ACFD would gain locker rooms, storage space, and access to a shared gym as part of the project. The proposed Police Service Building would include offices and work spaces for Administration, Investigations, Traffic, an Emergency Operations Center, briefing room, conference rooms, interview rooms, kitchenette, public lobby and restrooms. A mezzanine would be installed in the two -story building to house evidence storage, Police lockers rooms, a shared gym on the first floor, and City, Fire Administration, and long term evidence storage on the mezzanine level. Concept Plan for the Public Safety Complex The proposed Public Safety Complex concept plan would include renovating the facade of the core building, demolishing the attached 8,000 square foot Butler building, demolishing the tower building, and improving the parking and landscaping on the entire property. The building and site would be improved to create a facility with an enhanced street presence and civic identity. Page 2 of 3 The project would include parking lot improvements, secured parking for Police, site lighting, a plaza area, signage, as well as landscaping and irrigation modifications. A plaza facing the corner of Clark Avenue and Dublin Boulevard would welcome visitors and guide people to the public entry. The exterior building modifications would include upgrading the windows to double glazing, enhanced building materials, and new trellises attached to the existing sun bar. Louvered panels outside of the building would both reduce glare through windows and provide a level of protection by screening windows from the street. The concept plans have been included as Attachment 3. The project would feature green building improvements including construction materials, water conserving fixtures, daylighting of the building interior with skylights, and stormwater treatment in landscaped bioretention areas. The architect has stated that one of the ultimate project goals is resiliency and survivability. The architect described resiliency as the ability of a building to maintain critical life- support for occupants when services such as power, fuel, or water are lost for an extended period of time, and is an extension and logical outcome of highly sustainable buildings. If the City Council approves the plan, Staff would request that the City Council adopt the Resolution approving an amendment to the agreement (Attachment 1) with Indigo /Hammond + Playle Architects, LLP to add $702,700 of design fees, for a total contract of $1,608,800. NOTICING REQUIREMENTS /PUBLIC OUTREACH: A copy of the Staff Report has been provided to Indigo /Hammond + Playle Architects, LLP. ATTACHMENTS: 1. Resolution Approving an Amendment with Indigo /Hammond & Playle, Inc. with Amendment #3 to Agreement as Exhibit A 2. Original Agreement 3. Concept Plans Page 3 of 3 RESOLUTION NO. XX - 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * ** APPROVING AN AMENDMENT TO THE AGREEMENT WITH INDIGO /HAMMOND + PLAYLE ARCHITECTS, LLP WHEREAS, in 2011, the City Council acquired the Public Safety Complex in order to locate Dublin Police Services from the Civic Center to the available space there upon completion of improvements to the facility, to provide a more suitable location for the provision of Police Services, freeing up needed work space at the Civic Center; and WHEREAS, during the recession and without a dedicated funding source for a project that was estimated to be more than $15 million, Staff proposed to simply make modifications to the Police Wing in order to gain useful space for future expansion; and WHEREAS, on February 17, 2015, the City Council approved an Agreement for design services with Indigo / Hammond + Playle Architects, LLP for the Dublin Police Services Building Renovation; and WHEREAS, the City is receiving accelerated funding from the Dublin Crossing Project in the amount of $15 million by June 30, 2016; WHEREAS, it is now prudent to proceed with a Dublin Police Services project at the Public Safety Complex because of the identified funding source; and WHEREAS, on March 1, 2016, the City Council approved the creation of a new Capital Improvement project to relocate Dublin Police Services to the Public Safety Complex; and WHEREAS, on March 1, 2016, the City Council approved Amendment #1 to the Agreement for design services with Indigo / Hammond + Playle Architects, LLP for the Dublin Police Services Building Renovation; and WHEREAS, on March 1, 2016, the City Council approved the full amount of the Dublin Crossing Project contribution be placed into the Capital Improvement Project budget, until such time that the City can evaluate the costs of additional demolition, site improvements and facade modifications; and WHEREAS, Staff recommends approval of the concept plan for buildout of the Public Safety Complex to include the additional demolition, site improvements and facade modifications; and WHEREAS, the City wishes to amend the terms of the Agreement to account for additional design services necessary for a change in scope of work. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin approve the amendment to the Agreement with Indigo / Hammond + Playle Architects, LLP, for additional design services in the amount of $702,700, attached hereto as Exhibit A. ATTACHMENT 1 BE IT FURTHER RESOLVED that the City Manager is authorized and directed to execute the amendment and such other documents, and to take such other and further action, as necessary and appropriate to carry out the Intent of this Resolution. PASSED, APPROVED AND ADOPTED this 3rd day of May, 2016, by the following vote: AYES- NOES- ABSENT- ABSTAIN- ATTEST- City Clerk Mayor ATTACHMENT 1 EXHIBIT A TO RESOLUTION AMENDMENT #3 TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND INDIGO /HAMMOND + PLAYLE ARCHITECTS, LLP THIS AMENDMENT shall modify the Agreement dated February 17, 2015 for consulting services by and between the City of Dublin ( "City ") and Indigo /Hammond + Playle Architects, LLP ( "Consultant "). The date of Amendment #3 shall be May 3, 2016. In order to accommodate additional services to be provided in Fiscal Year 2015 -2016 the Agreement shall be modified as follows: A) The first paragraph of Section 2 shall be rescinded in its entirety and replaced with the following: Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $1,608,800, (One million and six hundred and eight thousand and eight hundred dollars), notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. B) Exhibit A — Scope of Services shall be rescinded and the attached EXHBIT A shall be substituted to define the scope of work. CITY OF DUBLIN CONSULTANT Christopher L. Foss, City Manager Bruce Playle, Principal Amendment #3 To Consultant Services Agreement between May 3, 2016 City of Dublin and Indigo /Hammond + Playle Architects, LLP Gary Huisingh, Director Apri122, 2016 Page 2 Included in this amendment is the structural assessment, calculations and design drawings for the upgrade and infill of Bldg. 2 with a second floor. This triggers a seismic evaluation for current code conformance, the standard for such an evaluation is ASCE 41, Seismic Rehabilitation of Existing Buildings. Tasks associated with the evaluation and included in the fee are the following: • Detailed review of construction documents for the existing building • Perform site survey to verify general conformance of as-built structure with construction documentation • Develop a comprehensive condition assessment and material testing plan to be executed by a qualified materials testing contractor. Note that we will scope the work and also assist the City in getting this separate contractor under contract direct with City. The cost of the testing work by this contractor is not included in this amendment, and will be borne directly by City. • Develop a detailed 3 -D analytical model of the existing structure based on available construction documents augmented with field surveys and material testing results • Evaluate the existing elements for conformance to essential services performance targets and identify seismic deficiencies. • Note that retrofit of existing foundations that may be triggered by any existing or updated geotechnical/ geohazard assessment, and support for demolition activities including temporary shoring/bracing design are not included in this amendment. Should these services become required, they would be subject of a future amendment. • Hazardous material consulting continues to be excluded, it also is available as an additional service. Should these services become required, they would be subject of a future amendment. Included in this amendment are LEED services including a LEED consultant and engineering documentation required for LEED certification of the project. These services were excluded from the original contract scope and are now added. The most current checklist indicates that the as- designed project is capable of a "certified" level of attainment, with the possibility of reaching "silver ". The team is committed to achieving as high a level of attainment as possible within the $15,000,000 budget, but will do so without the availability of supra- budget measures (i.e. photovoltaics) which could help ensure a "silver" or even "gold" outcome. The actual application fee to the Green Building Certification Institute (GBCI), estimated under $5,000, is not included in this amendment and is assumed to be paid for directly by City. Changes to Agreement: Section 2., Compensation: Reflective of the increased scope of work for a larger project, change total compensation amount from $906,100 to $1,608,800. Changes to Exhibit A — Scope of Work: Change the extent of remodel at the Public Safety Center (PSC) at Dublin Boulevard and Clark Avenue by increasing the total project development budget from $10 million to $15 million. Included is implementation of work indicated in this amendment at a cost of $702,700. Changes to Exhibit A — Project Schedule: No changes made by this amendment. MIGO I Hammond + Playle Architects, LLP 1 009 Fifth Street I Davis, 0A 95616 1 t 560.750.0756 1 w indigoarch.com Gary Huisingh, Director Apri122, 2016 Page 3 Changes to Exhibit A — Compensation Schedule: The prior authorized fixed -fee amount of $906,100. is thereby increased $702,700. by this amendment resulting in an adjusted total fee of $1,608,800. in accordance with the contract cost summary and revised payment schedule below. All other terms and conditions of the original agreement remain in full force and effect. Contract summary to -date: Original contract - Basic services $227,600. Amendment 1 — Renovate Public Safety Center for Police Services $653,500. Amendment 2 — Study to increase project scope by $5 million $25,000. Amendment 2 — Implementation of $5 million scope increase $702,700. Adjusted contract amount $1,608,800. Scope of Services Prior Fee Amount Change this amendment Adj usted Fee Fee Summary A Prelmnary Design fixed -fee $167,200 $223,000 $390,2 B. Final Design fixed -fee $563,900 $459,700 $1,023,60 C. Biddin &Constmction t&mallowance $150,000 $20,000 $170,0 Amendment 1, dated 1/22/16 incl. in nos. above $0 $0 $ Anendmer t 21 dated 3/22/16 $25,000 $0 $25,00 Amendment 3, dated 4/22/16 incl. in nos. above $0 $0 $ Total Adjusted Fee $906,100 $702,700 SI,6W9 Bruce Playle, Architect, AIA Licensed Architect C 15459 INDIGO/ Hammond & Playle Architects, LLP Chris Foss, City Manager City of Dublin date signed: Gary Huisingh, Director Public Works Department City of Dublin date signed: MIGO I Hammond + Playle Architects, LLP 1 009 Fifth Street I Davis, 0A 95616 1 t 560.750.0756 1 w indigoarch.com THE CITY OF DUBLIN AND 11101GO I THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City"') and Indigo / Hammond + Playle Architects, LLP ("Consultant") as of February 17, 2015, Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of'Services. The term of this Agreement shall begin on the date first noted above and shall end on May 31, 2016, the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A prior to that date, unless, the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as provided for in Section 8, 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in a substantial, first-class manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession. 1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant's obligations hereunder. Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $227,600, (Two hundred and twenty-seven thousand and six hundred dollars), notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services, rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consulting Services Agreement between February 17, 2015 City of Dublin and Indigo / Hammond + Playle Architects, LLP Page 1 of 13 Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the services required hereunder, Including salaries and benefits of employees and Subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City there-fore has no responsibility for such contributions beyond compensation required under this Agreement. 2,1' Invoices. Consultant shad submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information: • Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.; • The beginning and ending dates of the billing period; • A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion" • At City's option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense; • The total inumber of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder, as well as a separate notice when the total number of hours of work by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours, which shall include an estimate of the time necessary to complete the work described in Exhibit A; • The Consultant's signature. 2.2 Monthly Payment, City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. 2.3 Final Pavmen'ltl. City shall pay the last 10% of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. 2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, Consulting Services Agreement between February 17, 2015 City of Dublin and Indigo 1 Hammond + Playle Architects, LLP Page 2 of 13 unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the following fee schedule: 2.,6 Reimbursable Expenses. Reimbursable expenses are specified below, and shall not exceed ($8,900). Expenses not listed below are not chargeable to City. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. 2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator, Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms, and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the Consulting Services Agreement between February 17, 2015 City of Dublin and indigo 1 Hammond; + Playle Architects, LLP Page 3 of 13 subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be submitted' and made pal of this Agreement prior to execution., 4.1 WorlkersC' Compensaflon. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and alll persons employed directly or indirectly by Consultant. The Statutory Workers" Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000,00) per accident. In the alternative, Consultant may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. An endorsement shall state that coverage shall not be canceled except after thirty (30) days" prior written notice by certified mail, return receipt requested, has been given to the City. Consultant shall notify City within 14 days of notification from Consultant's insurer if such coverage is suspended, voided or reduced in coverage or in limits. 911111 5 Mrawn--HM2 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000,00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non- owned automobiles. 4.2.2 Minimum scope of coverag,e. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (ed. 11/88) or Insurance Services Office form number GL 0002 (ed. 1173) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12190) Code 8 and 9 ("any auto"), No endorsement shall be attached limiting the coverage, Consulting Services Agreement between February 17, 2015 City of Dublin and tlndigo)Harnrnond + Playle Architects, LLP Page 4 of 13 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy'. a. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied, or used by Consultant-, and automobiles owned, leased, or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. C. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage. d. Any failure of CONSULTANT to comply with reporting provisions of the policy shall not affect coverage provided to CITY and its officers, employees, agents, and volunteers. e. An endorsement shall state that coverage shall not be canceled except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Consultant shall notify City within 14 days of notification from Consultant's insurer if such coverage is suspended, voided or reduced in coverage or in limits, 4.3 Professional Liability Insurance. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions. 4.3.1 Any deductible or self-insured retention shall not exceed $150,000 per claim. 4.3.2 An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 4.3.3 The policy must contain a cross liability or severability of interest clause. Consulting Services Agreement between February 17, 2015 City of Dublin and indigo I Hammond - Playle Architects, LLP Page 5 of 13 43.4 The following provisions shalli apply if the professional liability coverages are written on a claims-made form: i a. The retroactive date of the policy must be shown and must be before the date of the Agreement. L Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. C. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years after completion of the Agreement or the work, The City shall have the right to exercise, at the Consultant's sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than ANIL 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein, The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 4.4.3 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 4.4.4 Variation. The City may approve a variation in the foregoing insurance requirements, upon a determination that the coverages, scope, limits, and forms of such insurance are either not commercially available, or that the City's interests are otherwise fully protected. 4.45 Deductibles and Self-insured Retentions. Consultant shall disclose to and obtain the approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. Consulting Services Agreement between February 17, 2015 City of Dublin, and Indigo / Hammond + Playle Architects, ILLIP Page 6 of 13 During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant may increase such deductibles or self-insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self-insured retention levels with a requirement that Consultant procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. 4.4.6 Notice of Reduction in Coverage. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant's earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage. 4-5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant's breach: Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agireement; Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or 0 Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause, This indemnification and hold harmless clause shall Consulting Services Agreement between February 17, 2015 City of Dublin and Indigo / Hammond + Playle Architects, LLP Page 7 of 13 apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Consultant acknowledges, and agrees to the provisions of this Section and that it is a material element of consideration. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City, 6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PER benefits. 6.2 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. 7.1 Governing Law. The laws of the State of California shall' govern this Agreement. 7.2 Compliance with App�flcable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. 7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program, Consulting Services Agreement between February 17, 2015 City of Dublin and Indigo / Hammond + Playle Architects, LIP Page 8 of 13 7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person's race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement, 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon thirty (30) days' written notice to City and shall include in such notice the reasons for cancellation. In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. Consulting Services Agreement between February 17, 2015 City of Dublin and Indigo 1 Hammond + Playle Architects, LLP Page 9 of 13 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assign:ment and SubconypStink. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant's unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign, this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 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. 8.6 Opt,ions, upon Breach b y Consultant. It Consultant materially breaches any of the terms of this Agreement, City's remedies shall included, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. ilill 111 12:4 9.1 Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans:, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are Consulting Services Agreement between February 17, 2015 City of Dublin and Indigo � Hammond + Playle Architects, LLP Page 10 of 13 confidential and will not be released to third parties without prior written consent of both parties. 9.2 Consultant's Books and Records,. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement, 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. 10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Alameda or in the United States District Court for the Northern District of California. 10.3 Severabi lity. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision: of this Agreement. 10.4 ado Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement, 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. Consulting Services Agreement between February 17, 2015 City of Dublin and indigo 1 Hammond + Playle Architects, LLP Page 11 of 13 10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin, paper, 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business,, regardless of location, would place Consultant in a "conflict of interest," as that term is defined in the Political Reform, Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code §1090 etseq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the -foregoing, it may be subject to criminal prosecution for a violation of Government Code § 10190 and, if applicable, will be disqualified from holding public office in the State of California. 10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.9 Contract Administration. This Agreement shall be administered by Meghan Tiernan, Parks & Facilities Development Coordinator, and ("Contract Administrator"), All correspondence shall be directed to or through the Contract Administrator or his or her designee. Any written notice to Consultant shall be sent to: Bruce Playle, AIA Indigo / Hammond + Playle Architects, LLP 909 Fifth Street Davis, CA 95616 Any written notice to City shall be sent to: Paul McCreary, Parks & Community Services Director City of Dublin 100 Civic Plaza I W 24 2 11 Iwo I KOM Consulting Services Agreement between February 17, 2015 City of Dublin and Indigo / Hammond + Playle Architects, LLP Page 12 of 13 10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design kQ11 The stamp/seal shall be in a block entitled "Seal and Signature of Regist ith report/design responsibility," as in the 'afkUcCX", C, following example. N No. C1545. 31 1 Seal and Signature ofTZ6jiWr—ed Professional with report/design responsibility. 10.12 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibits A and B, represents the entire and integrated, agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. CITY OF DUBLIN -7 �dristopher L. Foss, City !Manager Attest: Caroline Soto, City Clerk Approved as to Form: John-94ker, City Attorney Bruce Playle, Princ!136/ Indigo / Hammond + Playle Architects, LLP Consulting Services Agreement between February 17, 2015 City of Dublin and Indigo I Hammond + Playle Architects, LLP Page 113 of 13 Consulting Services Agreement between February 17, 2015 City of Dubin and Indigo / Hammond + Playle Architects, LILP Exhibit A ������~��^� � ,� N����������U �������� �� ��^�� Exhibit = � Proposal, ��~~~~��~~ ~�° ��°°="� Renovation of Police Services Bui|ding, City mfDublin, California INDIGO/ Hammond & Playle Architects, LLP February 4, 2015 Project Description The City of Dublin currently provides police services from a1989 structure, located et1D0 Civic Plaza near Dublin Boulevard and, Sierra Court. The City plans to meet its police services needs by renovating the existing building; to meet the growth requirements of the community and the police department through atleast 2019. |n addition, the improved facility will meet current ADArequirements. Included |n the scope ofservices are architectural, electrical engineering, mechanical engineering and security consulting services for remodel of approximately 4,500 sf of the existing police facili1y for a construction budget of$1,35Q,OD0. The remodel area lm within the existing police department facility at1Q8 Civic Plaza. Primary goals of the remodel are to., renovate the existing unused detention area and vehicle aa||ypnrt for police operations, expand and improve the evidence processing and storage facility; and replace existing standard lockers with police-functional lockers. Accessibility improvements will be required. Since the facility must be kept operational 24/7/365, phas,ing of the construction will be required and some portion ofthe vehicle sallyport may need to be used for evidence storage on a temporary or permanent basis. Hazardous materials comaultin0 and additional consultants than those listed above are not included. |m addition {oproviding adequate workspace the improvement plans are intended tu also address specific concerns for public safety buildings including public and restricted circulation requirements, critical operational adjacencies, specialized building and site security, specialized secure storage, and technology requirements. Included in the Preliminary Design phase is a brief review of the Public Safety Complex (PSC)aƒ6363Clark Avenue, Dublin, tu test for the potential for use hy Police Services. The scope includes m site visit, bubble- diagram and order of magnitude cost estimate., Approximate cost per square foot will be identified for other non-essential services such as Dublin Unified School District Administrative Offices. The PSCoontaina approximately 54,41 0 sf, approximately 14,063 sf of which have already been renovated for fire department use. CAD plans of the building have been prepared by other consultants and will bemade available bythe City for use by the design team. The scope of work will be completed in3parts: & PRELIMINARY DESIGN B. FINAL DESIGN C. BIDDING &CC)NSTRUCT|K]N A. PRELIMINARY DESIGN Preliminary Design 1' Using existing r,lan mnahsMml provided by City of Dublin as a basis, or point of departure, prepare revised design sketches with any new or modified ideas which irnpvowm functionality and benefit po|Xma operations. Prepare preliminary exterior design sketches of how detention area is to be best ut1|1zed, evidence area is optimized and existing locker/shower/toilet rooms for men and women are to be improved. Prepare preliminary phasing p|an, and floor plan layout and very early cost estimate for review byCity. 2. Conduct design mav|evv meeting with Qty Design Committee, including Police, Public Works, |T. Building Maintenance and Building Department representatives. C)|acums likely cost ofthe project and omnnpana to budget for initial decision-making (1 meeting). 3. Review existing building plans provided by City. conduct limited field reconnaissance as needed to prepare CAC) background plans vvhioM represent existing conditions 0m a level of detail reasonable for and limited to use in construction of this project /fie|dreoonnaissanoeinciWded|nmeetimg trip above). 4. Obtain preliminary engineering |nput, prepare building floor plans. 5. Obtain further engineering input which would impact the plan and make adjustments. Assess existing building systems for capacity to provide for the remodel and addition work, propose schematic ofsuch sysbarn work, sufficient in detail, to determine haas|bU|h/ and to establish reasonable cost estimate. Systems include: HVAC, plumbing, fire protection, electrical, lighting, data and security electronics - CCTV and access control. Prepare preliminary building floor plans. 8. Prepare Preliminary Project Schedule and Preliminary Cost Estimate for the work, including any site development required. With direction from City, conduct initial cost control by reconciling project design scope, quality and budge(, make any appropriate design decisions /1 meeting). 7. Conduct brief review of the Public Safety Complex (PSC) to, test for the potential for use by Police Services. Conduct site visit, bubb|e'd;agnarn and high level cost estimate. Approximate cost per square foot will be identified for other non-essential services such as Dublin Unified School District Administrative Offices. Defivensb|es for Preliminary Design: • Preliminary design draw|mgs including those listed under Preliminary Design above: partial site plan, partial floor plan and partial exterior elevations. • Checked CAD background plans for the limited area of the existing building related to this project. • Building code analysis limited 0o the existing building area affected by this project. • Update Project Schedule and Preliminary Cost Eahrnato for the vwmrk, including any site development required. • Bubble-diagram and high level cost estimate for potential use of the Public Safety Complex (PSC). Provide approximate cost per square foot for potential use for other non-essential services. Construction Documents U5O%PS&ESubmittal) 1. Make final assessments of existing building system capacities including HVXC, plumbing, fire protection, eleotMoaV. lighting, data and security electronics. 2. Establish confirmed furnishings layout, incorporate into plans. 3. Prepare Construction, Documents and Cost Estimate ho 5096 complete level. Construction Oucmnnente including plans, details, and technical specifications necessary to complete the Work described, integrate all work with all other elements of the project. 4. Coordinate with draft furniture procurement package which io assumed byothers. 5. Update Preliminary Project Schedule and Preliminary Cost Estimate for the entire work, including site development, 6. With guidance from City, conduct cost control by reconciling project design scope, quality and budget, make any appropriate design decisions. 7. Receive 50% review comments including any from review agencies or serving utilities, and make revisions. 8. Attend design coordination meeting with City staff, suboonsukantattendance at discretion of Architect depending on need (1 meeting). Construction Documents N9O% PG&ESubmUttaD 9. tncorporate comments from the 50% submittal and prepare Construction Documents and Cost Estimate to 90% complete level. Construction Documents including cAans^ deba1\m^ and technical specifications necessary to complete the Work described, integrate all work with all other elements of the project. 10.Umdate Preliminary Project Schedule and Preliminary Cost Estimate for the entire work, including site development. 11 . Receive 90% review comments including any from review agencies and make revisions. 12. Attend 1 design coordination meeting with City staff, auboomsu|tantattendance at discretion of Architect depending on need (1 meeting). Final []am|gm Submittal for Bidding (100% Submittal) 13. Incorporate comments from the 90% submittal and prepare Construction Documents and Cost Estimate to 100% complete level. Construction Documents including plans, details, and technical specifications necessary bm complete the Work described. 19 14. Attend 1 meeting with City staff to receive 90% CD comments, subconsultant attendance at discretion of Architect depending on need (1 meeting). Deliverables for Final Design (5K)96, 90% and 100% PS&E Submittals): • Make preliminary contact with outside review agencies and/or serving utilities, Secure the preliminary input of such review agencies, where such input would be useful in reducing final plan review oonnmnemzm. • Product Literature Binder, one (1) bound copy and one (1) PDF file prepared at 50% CD, to be updated at 90% C[)including Architectural, Mechanical, P|umb|n8, Fire Suppression, Electrical and Oata/Tetuomeyeberno. • Three (3) review copies of drawings (24^x38'') and project nnanua|,andune(1)PQF file are provided to City at Preliminary Design, 5096CD and 9096 [:[}. • At 100q6 provide two (2) wet-signed full-size sets offull-size 24"x36" drawings, one (1) wet-signed copy of technical specifications and one (1) P[)FfUeof all work. • Complete working drawings and technical specifications in Masterspec 2004 format for the project. Front-ends for Advertisement, Notice to Bidders, Contract, General and Supplementary Conditions, eto, are assumed by City, • Items onm deferred approval basis will be: automatic fire suppression system and fire alarm. Criteria drawing and performance specification will be provided. • Prepare Cost Estimate & Project Schedule pnepared at 58% CO, updated at 90�% CC}. • Furniture procurement package is assumed by others, however Architect will coordinate with sarne on behalf of City. • Note: All printing and delivery by City as reimbursable expense outside of fixed-fees shown. 1' Attend the Pre-Bid Meeting (one ). 2. Review and respond to Bidder questions (includes 12). 3. Prepare Addenda content for issuance bv City (includes 2\. 4. Aam|et City with its Bid Evaluation process. 5. Attend Pre-Construction Meeting (1 meeting). & Review and respond ho Contractor submittals (includes 45\. 7. Review and respond ho Contactor RF|'s(includes 50>. 8. Review and respond toComtactorPC{}`m (includes 10). 9. Issue Architectural Supplemental Ins[ruct\onoAS| (includes 4). 10. Issue Proposal Requests (includes 2), 11. Maintain Subnm|tta|, RF|. ASh and CC{] logs. 12. Attend construction project pmognasameetin0a(inc|udem2Onnaet1ngo,once per week for anestimated 6 month construction duradAun). 13. Conduct periodic site observations, issue field reports (included in above), Consistent with the requirements for California Essential Services Buildings, peportsxvU| be QSA-06 cross-coordinated oMnmng design baarn, |OR and contractor and filed with the City of Dublin Building (]M§cia| in his/her capacity ao Agency Having Jurisdiction. 14. Conduct preliminary observation and issue Punch List (1 meeting). 15, Punch List pick-up verification will be by City, Architect to assist in preparation of Notice of Substantial Completion. 10. [)edony project 100% complete. Issuance of Notice ofFinal ConncAabon (filing will be by City of Dublin). 17. Assist in final close-out procedures, review record documents submitted by contractor, mark prints accordingly "Record Drawings" and deliver to City of Dublin for safekeeping, 18. Above construction administration scope assumes City Project Manager will beonsite handling day- to-doy affairs ofconstruction. Deliverables for Bidding &Construction: • Attend Pre-bid conference and site walk. • Assist |n answering bidders' questions and issuing addenda. • Assist in City's bid evaluation and determination of lowest responsible bidder. 3 • Monthly Construction Meetings minutes. • Construction visit notes and photographic record. • Responses toRF[m and CCOrequests. • Submittal, FiF| and CCOlogs. • Final inspection report and punch list. • Includes one set of marked-up record prints, excludes mylars or CAD files if requested. The following architectural and engineering services are included 1n basic services: Structural engineering • Building foundation and substructure. • Building superstructure structural frame and accessories. • Building, floor and roof framing system components. • Interior wall, typical wall framing specs and details to support architectural work. • Structural engineering support' oa\ou|at|on, and detailing as may be required for architectural, electrical, mechanical and p|urnbing system components. • Any necessary calculations. Electrical engineering • Qnsitm electrical utilities as follows: • Site lighting (conduit and service boxi. • Site power (supply and U1str|buUmn). • Building services including the following: • Lighting syotenn. • Power system (supply and Uistr1buhnn). • Emergency power system (supply and dietr1buMmn). • UninterruoUbYe power system UPS (supply and distribution). • Power conditioning, if required. • Fire detection and alarm system (deferred approval itern, provide performancmepeo/dravvimg). • Title 24 compliance reports and submittal. • Assist with energy projections and system selections for building related to low-energy/ net zero energy project goals, Estimate potentia\onu|be photovoltaic power generation in coordination with Architect. • Determination of and conformance with all applicable codes, lighting control ordinances, etc. vvh|oh affect the electrical portions of the work. • Review 80-day load readings onthe existing k*eder(s)and updated 12-month PG&E demand data provided by District, conduct site reconnaissance to determine major co0oponentaofe|eotMoa|serv|oemnd distribution. • Prepare milestone cost estimates for use bv Architect inpreparing project estimates for review byDistrict. • Assist 1n project scheduUmg. Telecommunications/ Data, part of electrical scope • All work |mtobe prepared consistent with the City's Information Technology and Telecommunications Standards, o, other guidelines ms may apply. • Data and computer cabling and conduit system, complete. • Service entrance. • Fiber backbone communication • Horizontal communications pathways. • Equipment racks. • Intermediate frame U[)F\ provisions, • Grounding systems, and protection and isolation thereof. • Termination requirements and hardware. • Cabling terminations. M • CATVeystem. • Telephone. • Public address. • Integrate with the work of Owner's separate Radio omnsu\1ant, where applicable. • Offs|tete|eoornnnunivatiunm (excluding data cabling) • Coordinate with serving phone utility, radio symbann cmnnponenhs, electrical power and signal systems, etc. • Prepare milestone cost estimates for use by Architect in preparing project aat|rnatam for review by Owner. Assist |m project schadu|ing. Security systems • Building electronic security measures. • Access control symharn. • CCTV system. � Other low voltage control eystann, a|arnns, panic buttons, etc. � Prepare narrative description of security operational systems where required. � Prepare milestone cost estimates for use by Architect in preparing project estinnahemfmr,ev|evvby(]vvner. Assist in project enhedu|img. Building services including the following toa line 5^outskdeofbuildings: • Heating, Ventilating, and Air-conditioning (HVAC) system including all equipment and distribution. • Potable water plumbing system. • Water heating, softening, and/ ur conditioning system, if any. • Sanitary sewer plumbing system. • Natural gas (or LP gas) supply and distribution system. • Compressed, exhaust, and/or vacuum air systems, if any. • Fuel systems. • Other piped or ducted utilities am required by use of project, ifomy. • Automatic fire sprinkler system requirements (deferred approval item, provide performance spec/drawi,ng, .. gaseous fire suppression systems, if required, are not included). Title 24 compliance reports and submittal for building envelope and Mechanical and Plumbing systems. Determination, of and conformance with all applicable codes, ordinances, etc. which affect the Mechanical and Plumbing portions of the work. Prepare milestone cost estimates for use by Architect in preparing project estimates for review by Owner. Assist in project scheduling, 19 rr A u 0 0 cL a. 0 0 M > • X, LU F" X ■ r 0 m u EL 06 C: 0 E 4— 0 0 >11 (D E--�— nf!3� i aj 0 cy ay CD, lz t5 m M Qai 2 0 :3 z U9 -0 0 ffy 0 U) CD CD 0. < LL 0 LL LU ell Lin N z. MPI III 0- in w LL 0 E E E U) 7t,- E A. 0 LU LLJ L6 B > > ro (D E cn E E E m 1 2) a E 0 M m LU 0 0 tr. (D ECL wcr > -0 -6 CL r- 0 E ;i-- 0 'o as Z CO Z cr, U E- a U) 0 z E m ;071 LL 0 m LL m F- b to b a) .2 " 03 73 a) L z� m 0 a) E Z E tF C7. :3 Q) CL CL 0 C) z - EL 0 z § Cn — m - 71 W 'n co m 0 06 0 U 2 ci cc_: D C-: E - as E E " E t Q, c6 C: t LD Z 0 Li z cC 0 'x E m E m m (D D EL a) m U) . 76 0 -5: 0 -5 m 0 Z 0 a) cp 6 M L CL E 0 0, 'a 0 uj z Llil 0 LO 0 0 w 0 0 q- q 5 CL 72 -Fo C uj D -j z CL ff n 0) < 10 EMO a 00 00 2 0 0 z LL 0 2 z 0 CC z z L) UJ (D 2 z 6 Ed z 0) LU lz CL a. Lu z fe 0 IL i aj 0 cy ay CD, lz t5 m M Qai 2 0 :3 z U9 -0 0 ffy 0 U) Exhibit A - Proposal, Compensation Schedule Renovation of Police Services Building, City of Dublin, California INDIGO/ Hammond & Playle Architects, LLP February 6, 2015 This proposal is for the "Police Services Building Renovation" for the City of Dublin, California as indicated in the RFP, as amended by Addendum No. 1, January 9, 2015 and as modified in subsequent discussions shown in Exhibit A — Scope of Work. INDIGO will complete the following three parts of the work, all of which will be coordinated directly with City of Dublin staff. A. Preliminary Design (fixed-fee) B. Final Design (fixed-fee) C. Bidding & Construction (t&m allowance) The basic scope services for A. Preliminary Design and B. Final Design shall be performed on the basis of fixed-fees. Part C. Bidding & Construction services will be on a time-and-materials allowance basis. All printing and delivery will be billed as reimbursable expenses outside of the fees shown below. See also Exhibit B — Project Fee Estimation. Basic Scope Fee A. Preliminary Design (fixed-fee) $51,100 B. Final Design (fixed-fee) $117,800 C. Bidding & Construction (t&m allowance) $58,700 Total Basic Scope Fee INDIGO shall be paid on the basis of invoices to be submitted monthly. These invoices shall indicate percentage progress billing for fixed-fees, labor and material expense for any time-and- material billings. The total amount invoiced less prior amounts invoiced will be indicated. Payment of invoices shall be due within 30 calendar days from the date of invoice. Should the City of Dublin desire that INDIGO provide additional services, such services shall be authorized, in writing, by the City of Dublin and INDIGO, Any such additional services shall be on the basis of fixed-fee, percentage, or time-and-materials as may be mutually agreed between the parties in the form of a written amendment to the agreement. Compensation for time-and- materials additional services shall be per the standard rates below as may be updated from time-to-time. Hourly rates for consultants shown exclude 15% markup which will be applied. Reimbursable expenses shall be invoiced at cost plus 15%. 6iX "19 1717ro. I Team members' standard rate schedules presented below will be used as a basis for a negotiated fee upon selection of our team, whether on a time-and-materials, fixed-fee or other basis as may be desired by the City of Dublin. These hourly, rates would also be used in the event any additional services are required or requested by the City of Dublin should they be on a time-and-materials basis. In no case will additional services be completed or compensated without written approval by City of Dublin in advance of such work being performed. Rates shown are for the first quarter of 2015, INDIGO reserves the right to modify its standard rates from time-to-time as may be necessary for cost-of-living adjustment and other factors. City approval of such rate change shall not be unreasonably withheld. Hourly rates for consultants shown exclude 15% markup which will be applied. Reimbursable expenses shall be invoiced at cost plus 15%,. ndigo I Hammond + Playle ArchitectS7 _LP, Architecture VI.Nells Engineering, Inc. Principal $210 Principal Engineer $190 Architect / Planner $160, Senior Engineer $155 Senior Designer $130 Designer $120 Designer/ Drafter- Level 2 $115 Senior Drafter $100 Designer/ Drafter- Level 1 $105 Drafter $90 Clerical $80 Clerical $80 Miyamoto International Guidepost Solutions Structural engineering Security electronic systems Principal $230 - $310 Principal $205 Senior Associate $130-$220 Senior Team I-eader $190 Associate $120-$190 Project Manager $185 Project Engineer $90-$150 Sr. Designer $185 Staff Engineer $ 70- $100 Project Research Analyst $185 Structural Designer $90-$150 Project Coordinator $160 Administrative Assistant $60-$130 Drafting $115 Technical Support $115 1'eters Engineering Principal Senior Engineer Project Engineer Senior Designer Designer CADD Clerical $175 $150 $125 $95 $85 $,75 $60 W.4:11.*Iks Consulting Services Agreement between February 17, 2015 City of Dublin and Indigo I Hammond + Playle Architects, ILLP Exhibit B P LL LL am ui 46 2 E E m T a D. LD 20, 4" z (9 E 0� -Z, , c- (n � 0 0Z 0 C5 U. CL u C 0 x w 9X� c sip i2 P 4 74 a A rh 'v "v 151 1 - - - - - - - - m,.- - Icy ..... ... .. D� m a, n n, n n n, �", P, 'q , rm Wi 3 14; O -6 2 P, 2 ... .. ..... 6 .. .... .. 4Q sic 2 2 ajs CSC22992�; 0 iA yl P g F, :2 "s m Ay Y El 2 2 o, 2 .2 io�2,�q,pr, Z; Lr; Z; Z; Z; Z; W10 IL; iz; yr Ti2 7s q- z� q- z'. 8-.- u Z� v N i w A 71 ......... .1�;� 2 uj� K A E E ILL rp 6i2 g t IL6 F"� . I F, R, at S'E � 3 A z, i, L3 IS p -- all pt, z 4 I 1 -1 6, Ez 'I im a 2 0 74 02 '0'. SI-11 f5 M ff�- I 74� i` ;..,,r � %i l t111 / //i � / fir / �✓1 / /////t/ / TR r T ng / F I rG li /iu, i I jf 'G Mfr YY ryrjf�'j �'' %' i .All�i. 4 0 i� / ����IU/G✓QJG ��' /f /��/// / %�G /f �'J UJ� / % { /� /fd✓c /i4ll'J� i� /� �. i` ;..,,r � %i l t111 / //i � / fir / �✓1 / /////t/ / TR r T ng / F I rG li /iu, i I jf 'G Mfr Public Safety Complex May 3, 2016 Public Safety Complex February 2 – Acceleration of $15M of Community Benefit Payment from Dublin Crossing project March 3 – Creation of new CIP for relocating Police Services to the Public Safety Complex $10M for building core project $15M to include site modifications Public Safety Complex Explore options for exterior improvements: Façade changes to core buildings Demolition of Butler building Renovation or demolition of tower structure Site Improvements resulting from demolition Public Safety Complex Schedule: 18-21 months total Single phase project •Design: 7-8 months •Bid & Award: 3 months •Construction: 8-10 months Public Safety Complex Design of building core project underway Meets Police Services needs Slight adjustments to space for ACFD Developed site modification plan that creates a better street presence and civic identity Public Safety Complex Recommendation: Staff recommends the City Council approve the plan for the Public Safety Complex project and adopt the Resolution Approving an Amendment to the Agreement with Indigo/Hammond + Playle Architects, LLP for the Dublin Police Services Building Renovation.