HomeMy WebLinkAboutReso 110-19 Approving an Amendment to the Agreement With Group 4 Architecture Research + Planning, Inc. for Architectural Services Related to a Cultural Arts CenterRESOLUTION NO. 110 —19
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING AN AMENDMENT TO THE AGREEMENT WITH GROUP 4 ARCHITECTURE
RESEARCH + PLANNING, INC. FOR ARCHITECTURAL SERVICES RELATED TO A
CULTURAL ARTS CENTER
WHEREAS, Staff completed a Request for Proposal (RFP) for design and space
configuration of a Cultural Arts Center utilizing the City's current list of on -call consultants, and
WHEREAS, Staff reviewed the proposals and recommended Group 4 Architecture Research
and Planning, Inc.; and
WHEREAS, the initial agreement with Group 4 Architecture Research and Planning, Inc. for
an on -call Consulting Services Agreement for architectural services was approved by Resolution 09-
18.
WHEREAS, the architectural services work related to the Cultural Arts Center requires an
increase in total compensation as provided in the current agreement, as well as an extension to the
contract term.
NOW, THEREFORE, BE IT RESOLVED the City Council of the City of Dublin
does hereby approve the Amendment to the Agreement with Group 4 Architecture Research
and Planning, Inc., attached hereto as Exhibit A, for architectural services related to a Cultural
Arts Center.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
Amendment to Agreement and take such further actions as may be necessary or appropriate to
carry out the intent of this Resolution.
PASSED AND ADOPTED BY the City Council of the City of Dublin, on this 15th day of
October, 2019, by the following votes:
AYES: Councilmembers Goel, Hernandez, Josey, Kumagai and Mayor Haubert
NOES: None
ABSENT: None
ABSTAIN: None
r
yor
ATTEST;
City Clerk
Reso No. 110-19, Adopted 10/15/19, Item No. 7.1 Page 1 of 1
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AMENDMENT #1 TO CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND GROUP 4 ARCHITECTURE RESEARCH + PLANNING,
INC.
WHEREAS, on February 6, 2018, the City of Dublin (hereinafter referred
to as "CITY") and Group 4 Architecture Research + Planning, Inc. (hereinafter referred
to as " CONSULTANT ") entered into a Consulting Services Agreement for
architectural services (hereinafter referred to as the "AGREEMENT"); and
WHEREAS, the existing project scope and budget are in process and staff
desires additional architectural services related to a Cultural Arts Center; and
WHEREAS, the CITY and CONSULTANT now wish to amend the
Agreement to modify Section 1.1 — Term of Services, Section 2 — Compensation,
Paragraph 10.12, and Section 7.5 of the Agreement; and
NOW THEREFORE, for good and valuable consideration, the sufficiency
of which is hereby acknowledged, the AGREEMENT is amended as follows:
1) Section 1.1 shall be rescinded in its entirety and replaced with the following:
Term of Services. The term of this Agreement shall begin on the Effective Date
and shall end on December 31, 2021, the date of completion specified in Exhibit
A, and Consultant shall complete the work described in Exhibit A on or before
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 referenced in Section 8. Notwithstanding the foregoing this
Agreement may be extended on a month to month basis for up to 6 months upon
the written consent of the Consultant and the City Manager, provided that: a)
sufficient funds have been appropriated for such purchase, b) the price charged
by the Consultant for the provision of the serves described in Exhibit A does not
increase. None of the foregoing shall affect the City's right to terminate the
Agreement as provided for in Section 8.
2) Section 2. — Compensation shall be rescinded in its entirety and replaced with
the following:
COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed
$1,116,566, 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 in writing, Consultant shall not bill City for duplicate services
performed by more than one person.
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 therefore has no
responsibility for such contributions beyond compensation required under this
Agreement.
3) Section 7.5 shall be rescinded in its entirety and replaced with the following:
Nondiscrimination and Equal Opportunity. Consultant shall not discriminate,
on the basis of a person's race, sex, gender, religion (including religious dress
and grooming practices), national origin, ancestry, physical or mental disability,
medical condition (including cancer and genetic characteristics), marital status,
age, sexual orientation, color, creed, pregnancy, genetic information, gender
identity or expression, political affiliation or belief, military/veteran status, or any
other classification protected by applicable local, state, or federal laws (each a
"Protected Characteristic"), 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 include the provisions of this Subsection in any subcontract
approved by the Contract Administrator or this Agreement.
4) Paragraph 10.12 Integration shall be rescinded in its entirety and replaced with
the following:
10.12 Integration. This Agreement, including Exhibits A and B and C,
represents the entire and integrated agreement between City and
Consultant and supersedes all prior negotiations, representations, or
agreements, either written or oral.
5) Except to the extent inconsistent with this First Amendment, the Parties ratify and
confirm all of the terms and conditions of the AGREEMENT.
6) All requisite insurance policies to be maintained by the Consultant pursuant to the
Agreement, as may have been amended from time to time, shall include coverage
for the amended term, as described above.
7) The individuals executing this Amendment and the instruments referenced in it on
behalf of Consultant each represent and warrant that they have the legal power,
right and actual authority to bind Consultant to the terms and conditions of this
Amendment.
IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be
executed as of the date and year first above written.
CITY OF DUBLIN
Dated: Z
Christopher L. Foss, City Manager
ATTEST:
a1 ..01,
Caroline Soto, City Clerk
GROUP 4 ARCHITECTURE RESEARCH AND PLANNING, INC.
Dated: l �
Dawn Merkes, Principal
EXHIBIT A
SCOPE OF SERVICES
I. THE PROJECT- PHASE ONE DUBLIN CULTURAL ARTS CENTER
The Project consists of design and construction services to renovate the p Police wing of the Dublin Civic
Center into a Cultural Arts Center for the City. The scope of services included in Phase One are architectural
and engineering services to develop Conceptual and Schematic Design documents for the renovation of the
existing building to accommodate both a new cultural arts center and additional city offices. Participation
services included in this phase are meetings with City staff, the Cultural and Heritage Commission, the
community and the City Council.
The basis for the project is the "Cultural Arts Center Feasibility Review" study that was completed in
December of 2015 by Indigo, Hammond + Playle Architects. The recommendations and findings of this
report are the starting point for this phase of the project and include: the preliminary building program, a
summary of comparable communities' cultural arts facilities, preliminary floor plans, and engineering
reports (structural, electrical, mechanical) on the existing facility.
II. SCOPE OF BASIC SERVICES
General:
LA Consultant's Basic Services include the services of subconsultants, including:
1. Landscape Architect - Gates Associates
2. Civil Engineers - BKF Engineers
3. Mechanical Engineers - Capital Engineering
4. Electrical Engineers - Atium Engineering
5. Structural Engineers - OLMM Engineers
6. Cost Estimators - TBDC Consultants
1.13 In selecting the Consultant, the City recognizes that the Consultant has the qualifications to
provide full planning, architecture, and interior design services including conceptual design,
schematic design, design development, construction documents, bidding, construction
administration, and post -construction phase services. The Client, at its discretion, may choose
to amend this contract to add services to the Consultant's Scope of Services for Additional
Compensation if mutually agreed to by the Client and Consultant:
LC The Consultant's assumption is that the project will be constructed through a conventional
public design -bid -build delivery method. Basic and Optional Services assume the construction
work will be developed as a single bid package to be constructed in a single phase.
LD The Client shall provide the following for the Project as needed:
1. A Client representative who can render decisions on behalf of the Project in a timely
manner.
2. Scheduling and invitations for public meetings.
3. Information about:
a. Existing programs and services
b. As -built existing building drawing
C. Existing staffing and operations
4. Services of other specialized consultants if needed for the Project.
5. Any other information not included in Consultant's Basic Services or Additional Services
that is reasonably needed for the Project.
LE During each phase of the project, direction will be given to the Consultant in Project
Management Team (PMT) meetings. Attending these meetings will be the Consultant, City
representatives, the City's Project Manager, and others as determined by the City. Agreements
and action items will be documented in meeting minutes.
Exhibit A Scope 2019 1105 Page 1 of 5
LF Except where otherwise specified in this agreement, summaries of decisions, design direction,
establishment of project requirements may be communicated and documented through written
meeting minutes and e-mails.
WORK PLAN
2.A The City is anticipating the project being developed in the following two (2) phases:
1. Phase I — CONCEPTUAL/SCHEMATIC DESIGN SERVICES
2. Phase II — 60%, AND 90% CONSTRUCTION DOCUMENTS, PLAN CHECK, BID
AND AWARD, AND CONSTRUCTION ADMINISTRATION
CONSULTANT'S BASIC SERVICES: Basic Services includes the services described in this Section
including subsections and subparagraphs.
3.A PHASE 1 - CONCEPTUAL and SCHEMATIC DESIGN SERVICES. Phase 1 will be broken
down into the following two tasks.
1. Task 1 - Conceptual Design
a. Task 1.1—Project Controls and Analysis
(a) Prepare project controls for the project, work plan and schedule, participation
plan, project directory and preliminary project cost model.
(b) Conduct Kick off Project Management Team (PMT) 01 with the following
agenda:
- confirm project goals
- establish project systems and controls
- review the work plan, participation plan, and project schedule
- review draft project costs model
- review draft building program and identify opportunities for program
options
Summary of Meetings:
- PMT Ol
Summary of deliverables:
- Project work plan, project directory, participation plan, and schedule
- Base site and building drawings
- Meeting agendas, presentation, minutes and exhibits
b. Task 1.2 — Facility Analysis (concurrent with Task 1.1)
(a) The Consultant shall conduct an analysis of the existing building to identify
opportunities and constraints of current building systems and confirm the
findings of the 2015 feasibility study.
(b) The Consultant shall tour the facility with the project engineers and City
facility maintenance staff, as well as review available drawing and
documents.
(c) The Consultant shall prepare base drawings for the site and building.
Summary of deliverables:
- Updated Facility Assessment Summary
- Existing building and site base drawings
C. Task 1.3- Building and Site Program & Site Concept Options:
(a) The Consultant shall conduct PMT #2-6.
(b) The Consultant shall develop two program options for review and analysis
based on the program and needs assessment information included in the 2015
Dublin Cultural Arts Center Feasibility Study.
Page 2 of 5
(c) The program options will include a summary of indoor and outdoor spaces,
proposed square footages, potential uses, number of occupants per use, and
associated circulation and support space requirements.
(d) The Consultant shall review and revise the program options with the City's
input.
(e) From the program options the Consultant shall develop two conceptual
design options for the proposed adaptive reuse project.
(f) The Consultant shall conduct technical meetings with City's Community
Services Department to review design options and to coordinate code
requirements.
(g) The Consultant shall prepare project budget and construction cost models for
the conceptual options.
(h) The Consultant shall present a project overview, workplan; participation
plan, program and plan options to the Heritage and Cultural Arts
Commission.
(i) The Consultant shall develop interior design value options for staff,
commissions and the community to weigh in on.
(j) The Consultant shall develop evaluation criteria for review and input at the
Community Workshop.
(k) The Consultant shall work closely with the PMT and City staff to review and
refine the options for presentation and discussion at the Community
Workshop
(1) The Consultant shall work with the PMT and City staff to analyze and
evaluate the conceptual options, taking into account input received.
(m) The Consultant shall work with City Staff to select the preferred program
and conceptual plan option.
(n) The Consultant shall conduct technical meetings with Building and Safety
Department to review the proposed conceptual plan.
(o) The Consultant shall conduct a technical meeting with the Parks and
Community Services Department to review plan and program options.
(p) The Consultant shall conduct Integrated Design Workshop (IDW) # 1 to
confirm project scope, system options and project sustainability goals.
(q) The Consultant shall prepare the final preferred - conceptual design
documentation, plans, sections, vignettes, interior design values, cost model
and system summaries
(r) The Consultant shall present the conceptual design to the Heritage and
Cultural Arts Commission for their acceptance.
Summary of Meetings:
- PMT #2-6
- Technical Meeting with Parks and Community Services
- Technical Meeting with Building and Safety
- Heritage and Cultural Commission Presentation (#1 and #2)
- Community Workshop # 1
- Integrated Design Workshop #1
Summary of deliverables:
- Meeting agendas, presentation, minutes and exhibits
- Two concept options for the building program and floor plans, costs models,
interior design values, evaluation criteria
- IDW presentation and LEED Matrix
- Conceptual design submittal, plans, vignettes, sections, program summary,
conceptual design costs model, system summaries
2. Task 2 - Schematic Design
Page 3 of 5
The Consultant shall develop the Schematic Design package based on the approved
conceptual design submittal.
a. Task 2.1—Update Project Controls
(a) The Consultant shall update the project controls: work plan and schedule,
participation plan, project directory and project cost model.
b. Task 2.2 — Prepare Schematic Design Documentation (concurrent with Task 2.1)
(a) The Consultant shall conduct PMT #7-9.
(b) The Consultant will advance the design of the Cultural Arts Center and
develop schematic level design documents including:
- landscape plan and outline specifications
- architectural plans, sections and elevations
- structural schematic drawings
- mechanical, electrical, lighting and plumbing schematic drawings and
outline specifications
- outline specification for fire alarm/fire protection
- telecommunications/data drawing and outline specifications
(c) The Consultant shall conduct technical meetings with the Building and
Safety Department as required to confirm code compliance.
(d) The Consultant shall conduct a technical meeting with the Parks and
Community Services Department to review the updated plans.
(e) The Consultant shall conduct Integrated Design Workshop #2 with the City
and design and engineering team to confirm and integrate building for
efficiency, sustainability, functionality, performance, and other project
considerations.
(f) The Consultant shall develop the Schematic 30% Design package for
Architectural, Landscape, Civil, Structural, Mechanical, Electrical,
Plumbing, Audio Visual, and Cultural Arts Center:
- Floor and roof plans
- Reflected ceiling plans
- Exterior elevations
- Building sections
- Renderings (two interior and one exterior)
- Outline specifications and/or narratives of each of the major building
systems
- Building program spreadsheet
- Project budget and estimate of probable construction cost
LEED checklist (for reference)
(g) The Consultant shall present the schematic design to the City Council.
Summary of Meetings:
- PMT #2-6
- Technical Meeting with Parks and Community Services
- Technical Meeting Building and Safety
- Integrated Design Workshop #2
- City Council Meeting # 1
Summary of deliverables:
- Meeting agendas, presentation, minutes and exhibits
- IDW presentation and LEED Matrix
- Schematic design submittal, plans, vignettes, sections, program summary;
schematic design costs model and estimate of probable construction costs,
outline specification
Meeting agendas, exhibits, and minutes
Page 4 of 5
3. Task 3 — Participation
The Consultant shall coordinate and conduct project outreach and presentations for
the project. The outreach shall include conducting a Community Open House and
Community Charrette, working with the Heritage and Cultural Arts Commission and
the City Council.
a. Task 3.1 —Community Open House and Charrette: The Consultant shall conduct a
Community Charrette and Open House to collect feedback on two proposed
building program options, interior design values and preliminary bubble diagrams.
The community meeting will be include both a structured community meeting
charrette with information sharing and interactive stations, as well as an open house
drop -in session prior to the charrette.
b. Task 3.2- Heritage and Cultural Arts Commission Meetings
The Consultant shall attend and help conduct two (2) Heritage and Cultural Arts
Commission Meetings, The first meeting will be a to review the project
background, the project work and participation plan and to provide input on the
building program options and interior design values. The second meeting will be
to present the preferred conceptual design option based on the input received from
the PMT and from the Community Workshop.
C. Task 3.3 - City Council Meetings: The Consultant shall attend one (1) City Council
meeting, presenting the project overview and process with the preferred conceptual
and schematic design to the Council for their action and approval. T
III. OPTIONAL ADDITIONAL SERVICES
The following services are not included in the Consultant's Scope of Basic Services and shall be
provided if requested by the Client. The Consultant shall be compensated for Optional and Additional
Services in addition to compensation for Basic Services and Reimbursable Expenses.
1.A Additional meetings beyond those identified in Exhibit A, Section II.
1.13 Site survey
1.0 Marketing and operational analysis
1.1) Financial analysis
1.E Environmental studies
1.F Traffic engineering
l .G The services of consultants other than those included in Basic Services
LH Scale models
1.I Computer animation.
U Preparation and conducting focus groups and follow up
IX Making revisions to drawings, designs, or other documents when such revisions are
inconsistent with approvals or directions previously given by the Client, made necessary by
determination by the Client or its other consultants, or made necessary by the Client's failure
to render decisions in a timely manner.
1.L Any other service not included in Section IL Basic Services.
2. PHASE II — Construction Documents, Bidding and Construction Administration
2.A Construction Documents (60%, 90% and Plan Check)
2.B Bidding and Awards
2.0 Construction Administration
2.1) FF&E and Signage
2.E Project Closeout
Page 5 of 5
EXHIBIT B
COMPENSATION
COMPENSATION FOR BASIC SERVICES
LA Compensation to the Consultant for Basic Services described in Exhibit A, shall be a
stipulated sum of Two Hundred Forty -One Thousand, One Hundred Seventy -Five Dollars
($241,175.00).
1.13 Basic Compensation per project task shall not exceed the following portions of the Basic
Services compensation unless approved by the City.
Task 1 Conceptual Design $ 107,891.00
Task 2 Schematic Design $ 121,284.00
Task 3 Participation $ 12,000.00
Total Basic Compensation (Task 1,2 &3) $ 241,175.00
Reimbursable Expenses Allowance Paragraph 4.0 below: $ 20,600.00
Total Maximum Compensation for Basic Services, Task 1,2,3,
including the Reimbursable Expenses Allowance $ 261,775.00
2. COMPENSATION FOR OPTIONAL SERVICES
2.A Compensation. to the Consultant for Optional Services described in Exhibit A are not included
in the Consultant's Scope of Basic Services and shall be provided if requested by the City.
The Consultant shall be compensated for Additional Services in addition to compensation for
Basic Services and Reimbursable Expenses.
3. COMPENSATION FOR ADDITIONAL SERVICES
3.A Compensation to the Consultant for Additional Services described in Exhibit A is in addition
to compensation for Basic Services and shall be either at the following hourly rates, or made
as a negotiated stipulated sum. The rates below will be in effect through December 31', 2019
and are subject to annual revisions at the start of each calendar year.
Consulting Principal
Principal in Charge
Principal
Associate
Senior Project Designer
Senior Project Manager
Project Manager
Architect III
Architect II
Architect I
$290.00 per hour
$250.00 per hour
$240.00 per hour
$210.00 per hour
$185.00 per hour
$180.00 per hour
$180.00 per hour
$175.00 per hour
$165.00 per hour
$155.00 per hour
EXHIBIT B Compensation 2019.11.05 EXHIBIT B Page I of 3
4.
Intern III $145.00 per hour
Intern II $135.00 per hour
Intern I $125.00 per hour
Project Support ($105.00-$240.00) per hour
COMPENSATION FOR REIMBURSABLE EXPENSES
4.A Reimbursable expenses related to the Project, whether for consultant, subconsultant, or City
use, and are billable at 1.10 times direct cost Reimbursable expenses are in addition to
compensation for Basic Services in Exhibit A and shall not exceed Twenty Thousand Six
Hundred Dollars ($20,600) without approval by the City. Reimbursable expenses include
expenses incurred by the Architect and subconsultants in the interest of the Project. Such
costs include, but are not necessarily limited to:
■ CAD plotting of check sets and presentation drawings larger than 11"x17".
■ Outside service printing/copying of drawings and documents of any size.
■ In-house black and white printing/copying of drawings larger than 1 I "x 17".
■ In-house black and white printing/copying for draft and final reports and specifications.
■ In-house color printing and photocopying up to 11"x17" for in-house, consultant or client
use.
■ Software purchase and licensure on behalf of the client with prior client approval.
• Postage, delivery and messenger service.
■ Photographic and digital imaging, including color and grayscale copies of any size.
■ Outside telephone conferencing services.
■ Overtime expenses with prior client approval.
■ Architectural renderings, physical and digital scale models and animations other than those
specified under Basic Services.
■ Travel expenses such as mileage, bridge tolls, and meals.
■ Subconsultant costs.
■ Presentation boards.
■ Facilitation tools.
■ Workshop accessories and facilitation materials.
■ Videos, web services, opinion surveys.
■ Additional consultant services.
■ Additional public meetings:
- Community Meeting $4,000
- Commission Meeting $2,500.
- City Council Meeting: $3,000.
EXHIBIT B Compensation 2019.1 1.05 EXHIBIT B Page 2 of 3
The following expenses are included in the hourly billing rates and are not billed separately:
■ General in-house black and white printing/copying of l l "x 17" or smaller, except as noted
above.
■ Telephone and fax usage, unless stipulated otherwise by Agreement.
4.13 Rates for Reimbursable Expenses are subject to annual revision each January 1 st.
EXHIBIT B Compensation 2019.11.05 EXHBIT 8 Page 3 of 3
.EXHIBIT C
SCHEDULE OF PERFORMANCE
The Consultant shall perform the Basic Services described in Exhibit A so as to complete each task
within the time duration specified. The time to complete each task may be increased or decreased by
mutual written agreement of the Consultant and the City.
PHASE/TASK DATE OR TASK DURATION
Phase 1 Notice to Proceed (NTT) November 6, 2019
Task 1: Conceptual Design 14 Weeks from NTP
Task 2: Schematic Design 12 Weeks from completion of Task 1
Task 3: Participation Concurrent with Task 1 & 2
TOTAL 26 Weeks
Exhibit C Schedule 2019 10 31 Page 1 of 1