HomeMy WebLinkAboutItem 4.7 Civic Center Request for Proposals (2) / r0
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 14, 1986
SUBJECT Civic Center Request for Proposals
EXHIBITS ATTACHED Civic Center Request for Proposal Package
RECOMMENDATION Authorize Staff to circulate the RFP ' s among the four
firms selected to participate and approve the RFP
calendar
FINANCIAL STATEMENT: Undetermined at this time. Costs will be paid for
with proceeds from Certificates of Participation
issued in December, 1985 .
DESCRIPTION On May 7 , 1986, the Civic Center Development Committee
met to review the responses to the Civic Center Request for Qualifications .
The City received responses from 29 design teams for this project . The
Committee reviewed all of the submittals to determine those which most
closely met the City ' s needs . Four firms were chosen to participate in the
next phase of the selection process . Pursuant to the process approved by
the City Council on March 10 , 1986, the next phase will consist of a
response to a formal Request For Proposal .
Attached is a copy of the RFP package which has been prepared for the
finalists . Mr. Arnie Hollander, AICP assisted in the preparation of the
documents . The "Proposed Civic Center Architectural Scope of Work" is an
extensive description of all of the services which the City will be seeking
from the design team. Based on this document, the firms will submit fee
information and their related background. A pre-submittal meeting has been
arranged for all of the participants . Each of the four firms will have an
opportunity to meet with the Civic Center Development Committee and make a
presentation after the final submittal date.
Staff has prepared a Request for Proposal Calendar which provides for a very
short selection time frame. In order to meet the obligations of the
financing, the construction of the building must be completed by
September 1, 1988 . The proposed calendar provides for a final
recommendation to be made at the regular City Council meeting on August 25,
1986 .
The consultant who assisted the City with the preparation of the RFP has
made further suggestions on the actual construction process . Mr . Hollander
has recommended that the City procure the services of a professional
Construction Manager. During the design phase, this individual would review
the technical documents presented by architect and members of their team.
Once the construction has begun, the Construction Manager would oversee the
various contractors . The Construction Manager would represent the City ' s
interest and provide an assurance that the project was proceeding in a cost
effective manner. A Construction Manager has expertise in key areas which
will be of benefit to the City. It should be noted that the use of a
Professional Construction Manager will not reduce the need for substantial
City Staff time to coordinate this project. Staff will present a separate
RFP for the Construction Manager at a future City Council meeting.
Staff recommends that the City Council approve the Civic Center RFP package
-- and authorize circulation among the four firms which the Committee has
selected as finalists .
COPIES TO:
Cede
ITEM NO. 1,4 ¢,.
n-E
CITY OF DUBLIN
CIVIC CENTER
REQUEST FOR PROPOSALS
CALENDAR
(This schedule is tentative and you will be advised of any
changes required. )
Distribution of RFP ' s Tuesday, July 15, 1986
Pre-Submittal Meeting
2 : 00 p.m. , Shannon Community Center Monday, July 21, 1986
11600 Shannon Avenue
Corner of Shannon Avenue & San Ramon Road
Please confirm attendance by July 18, 1986
Submittals are Due Friday, August 8, 1986
Review of Submittals by Development
Committee August 11 - 15, 1986
Individual Firm Interviews and
Presentations August 18 - 20, 1986
City Council Approval of Committee
Recommendation Monday, August 25, 1986
f�77Z�1
20 32-
CITY OF DUBLIN
CIVIC CENTER
REQUEST FOR PROPOSAL PACKAGE
Participating Firms :
• Barton Myers Associates/Fisher Friedman Associates : A Joint
Venture
• Mackinley Winnacker McNeil & Associates
• George Miers & Associates
• Ripley Associates
Enclosures :
to Request for Proposals Format and Instructions
• Proposed Civic Center Architectural Scope of Work
• RFP Calendar
■ Site Map
• 30-P 32-
REQUEST FOR PROPOSALS,
FORMAT AND INSTRUCTIONS
CITY OF DUBLIN CIVIC CENTER
I . Purpose
The City of Dublin is requesting preparation of technical
proposals from four architectural firms to provide and coordinate
professional architectural and engineering services for
programming, preparation of plans and specifications , bid
documents and for construction administration for the City of
Dublin Civic Center complex. It is anticipated that the City
will be obtaining the services of an independent construction
manager to act as the City ' s representative on this project.
• These services are not a part of this request.
The complex is to be located on a 10 acre parcel and is to
include Administrative Offices, a Police Facility and City
Council Chambers . The complex will contain approximately 25, 000
square feet of building and the related parking and landscaping.
The ability to expand the facility as the City grows must be a
consideration in the overall design. This site can also
accommodate other public facilities which are yet to be
determined.
The total estimated construction budget for the Civic Center
complex is estimated at $3, 500, 000 to $5, 000, 000 . This includes
buildings, site work, parking, landscaping, exterior lights , and
signage. It does not include furniture, design fee ' s or other
"soft" costs .
The City would like the complex to be ready for occupancy no
later than July 1, 1988 . This will require a fast-track
procedure to complete the design and construction of the facility
in a relatively short time frame .
II . Submitting Proposals
Please keep the narrative portion of your proposal to no
more than 20 pages . Attachments & exhibits are unrestricted.
Only information specifically related to this project should be
submitted.
Proposals may reference information provided in your Request
for Qualification or the information may be directly incorporated
into the Proposal . Please attempt to provide responses in the
same order as the information is requested.
Proposals must:
1. Describe the architectural firm and (separately) the
design teams experience in designing and construction of a Civic
Center or similar type projects . Emphasis should be placed on
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projects built over the last three years by people specifically
assigned to this project.
2. Identify, in chart form, the project team organinzation
and specific personnel to be assigned to this project. The
project is expected to start within two months .
a) Provide resumes of the professional staff that
will be directly involved in the project. Resumes
should include: number of years with firm, education,
and related experience.
b) Provide a list of key support staff and facilities
that are available to assist the project team.
c) Indicate the current project responsibilities and
work (time) commitments of the key people that are
designated for this project.
3 . Identify staff and consultants, including the
qualifications of key individuals. List the services to be
provided in house and by outside consultants. Specifically
provide project team information on the following:
a) Programming Phase
b) Architectural - design, working drawings,
specifications & project management
c) Landscaping - design, working drawings,
specifications & project management
d) Mechanical - design, working drawings,
specifications & project management
e) Electrical - design, working drawings,
specifications & project management
f) Structural - design, working drawings,
specifications & project management
g) Civil - design, working drawings,
specifications & project management
h) Fire protection - design, working drawings,
specifications & project management
i) Cost Estimating
j ) Data Communication
k) Interior Design - design, working drawings,
specifications & project management
1) Acoustic Design - design, working drawings,
specifications & project management
m) Construction Field Observation/Inspection
n) Other (Specify)
4 . Provide a schedule for completing the construction
documents, bidding and construction. Describe any measures you
are prepared to offer to ensure that the design documents will be
prepared on time and that the project will be built within the
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budget. Would you accept a penalty provision for late provision
of complete construction documents?
5 . For each firm on the design team, describe your 3 most
representative projects giving the following information:
a) Project name
b) Project location and address
c) Brief description
d) Year completed
e) Firms responsibility for project if work was done in
association with other firms
f ) Where applicable, original, and actual construction
budget. List amount of change orders and reasons
for them
g) Design fee
h) Were design and construction phases on schedule?
Explain
i ) Owner, contractor and/or lead design firm contract,
address and phone number
6 . Indicate the fee or fee range that you believe will
cover the scope of work outlined in the document titled "Proposed
Civic Center Architectural Scope of Work" . The fee should be
broken down into phases . Provide lump sum costs for Phases I-III
(Predesign, Site Analysis and Schematic Design Services . ) The
fee for the remaining phases may be presented as a fixed fee or a
percentage of construction costs . In addition to direct
services, please provide an estimate of reimbursable expenses for
the project.
State the liability and errors and omission coverage
available to each firm represented on your design team.
7 . Submit four (4 ) copies of your proposal no later than
1: 00 p .m. on Friday, August 8, 1986 . If the proposals are bound,
please provide one of the four copies in a loose leaf fashion to
allow photocopying by the City.
Proposals should be delivered to:
City of Dublin
6500 Dublin Boulevard
Suite 101
Dublin, CA 94568
No late proposals will be considered. The City of Dublin
may reject any and all Proposals .
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Interview Opportunity
In order to assure that all of the firms submitting a proposal
receive consistent information a pre-submittal meeting has been
established. The meeting will take place on July 21, 1986 at
Shannon Community Center, 11600 Shannon Avenue. Key staff
members and representatives will be available to respond to
specific inquiries . Please contact Paul Rankin, Assistant to the
City Manager at (415 ) 829-4600 and indicate the number of
representatives who will be attending. Individual interviews
prior to the submittal cannot be accommodated.
Selection Criteria
The following selection criteria will at minimum be used to
select the final design firm. The relative importance of the
criteria is not determined by the order shown:
1. Understanding of Project
2 . Design Approach
3 . Experience
4 . Resources
5 . Cost Control
6 . Design schedule control
7 . Overall compression
8 . Quality of plans & specifications
9 . Construction management expertise
10 . Fee
Selection Process
The Civic Center Development Committee consists of the following
representatives :
Linda Jeffery, City Councilmember
Paul Moffatt, City Councilmember
Richard Ambrose, City Manager
Laurence Tong, Planning Director
Paul Rankin, Assistant to the City Manager
Victor Taugher, Building Official
Lee Thompson, City Engineer
One Representative of the Dublin Police Services
Following the submission of the proposals, each design team will
have an opportunity to make a presentation to the Committee. You
will be notified of the time and place for your presentation.
The Committee will make a recommendation to the City Council on
the final selection. The successful firm will be expected to
enter into an agreement with the City based on the "Proposed
Scope of Work" .
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0.032
Qualifying Statements
The City of Dublin reserves the right to ' select consultant
firms other than those listed by each Architect as a member of
its design team. -
The City of Dublin reserves the right to terminate the
agreement for services at any point of time.
The City of Dublin will select those firms most qualified to
perform the required services . The lowest fee does not assure
selection.
For clarification of this Proposal contact:
Mr. Paul Rankin, Assistant to the City Manager
(415 ) 829-4600
City of Dublin
6500 Dublin Boulevard, Suite 101
Dublin, CA 94568
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C I T Y O F D U B L I N
PROPOSED
CIVIC CENTER
ARCHITECTURAL SCOPE OF WORK
Prepared July 1986
SCOPE OF WORK
July, 1986
The Architectural Scope of Work presented on the following pages
is a draft document. The assignment of duties and
responsibilities will be refined for inclusion in a contract with
the firm selected.
NOTE: Throughout the various phases, subsection "C" outlines
City of Dublin and Related Governmental Agency
Consulting/Review/Approval Services . In order to avoid
repetition in each phase, a list of the typical agencies to be
included is shown below:
County Agencies : Alameda County Flood Control & Water
Conservation District, Zone 7; Alameda County Health Care
Services Agency (Underground Storage Licensing)
City Agencies: Planning, Building and Engineering Departments
Other Agencies : ;: Dublin San Ramon Services District (This agency
provides water, sewer and fire protection services . Also, they
control the Dublin Sports Grounds adjacent to the project site. ) ;
Pacific Gas & Electric; Pacific Bell ; Viacom Cablevision;
Dublin-Livermore Disposal ; and CalTrans
U-r
SCOPE OF WORK
TABLE OF CONTENTS
PAGE
PHASE I :
Predesign Services 1
PHASE II :
Site Analysis Services 2
PHASE III :
Schematic Design Services 5
PHASE IV:
Design Development Services 8
PHASE V
Construction Documents Services 11
PHASE VI :
Bidding Services 14
PHASE VII :
Construction Contract Administration
Services 16
PHASE VIII :
Postconstruction Services 19
SCOPE OF WORK
The following scope of work shall be undertaken by the
design team.
PHASE I - PREDESIGN SERVICES
In the Predesign Phase the Architect shall assist the City in
establishing the City' s program for the Project prior to
beginning design. The following descriptions shall be the
responsibility of the Architect and Design team.
A. Project Administration services consisting of predesign
administrative functions including:
1 . Initial consultation with City of Dublin in development
of the Project
2 . Conferences
3 . Communications
4 . Progress Reports
B. Coordination of Disciplines/Document Checking services
consisting of predesign activities for:
1 . Coordination between the architectural work and the work
of engineering and other involved disciplines for the
Project.
2 . Review and checking of documents prepared for the
Project.
C. City of Dublin and related governmental agency
Consulting/Review/Approval services consisting of predesign
activities including:
1 . City Staff and official consultations
2 . Other agency consultation, plan review & approval
3 . Research of critical applicable regulations
D. City-supplied Data Coordination services consisting of
predesign activities including:
Review and coordination of data furnished for the Project to
the City of Dublin
E. Programming services required to establish the following
detailed requirements for the Project :
1 . Preliminary and final space requirements (site and
interior)
2 . Use and Space relations
3 . Program flexibility and expandibility
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4 . Special equipment and systems requirements
5. Site requirements
6. Building expandibility for future growth
F. Space Schematics/Flow Diagrams services consisting of
diagrammatic studies and pertinent descriptive text for:
1. Internal functions
2 . Human, vehicular and material flow patterns
3 . General space allocations
4 . Analysis of operating functions
5 . Special facilities and equipment (i .e. Council Chamber &
Police facilities )
6 . Materials handling
7 . Flexibility and expandability
G. Project Development Scheduling services during the Predesign
Phase consisting of establishing a tentative schedule for
predesign services, decision-making, design, documentation,
contracting and construction, based on determination of the
Architect ' s services, the City' s responsibilities and
proposed design and construction procedures .
H. Project Budgeting services relating to development of a
Predesign Phase Statement of Construction Cost based on
programming and scheduling studies and consisting of :
1 . Conversion of programmed requirements to net area
requirements
2 . Development of initial approximate gross facility areas
3 . Estimates of construction costs such as site development,
landscaping, utilities, services, equipment, and
builidng.
I . Presentations services consisting of presentations of
Predesign Phase analyses and recommendations by the
Architect to the following:
1 . City Staff
2 . City Council
3 . Residents
PHASE II - SITE ANALYSIS SERVICES
In the Site Analysis Phase the Architect shall provide those
services necessary to establish site-related limitations and
requirements for the Project. Some of the described services
will be provided during predesign activities and some during
other Phases of Project design. Grouping herein is for
convenience to identify the site analysis services required for
the Project. The following descriptions shall be the
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responsibility of the Architect. Environmental impact work will
be undertaken by the City of Dublin independent of the services
covered by this proposal .
A. Project Administration services consisting of site-related
administrative functions including:
1. Initial site consultation
2 . Site-related research
3 . Conferences
4 . Progress Reports
B. Coordination of Disciplines/Document Checking services
consisting of predesign activities for :
1 . Coordination between the architectural work and the work
of engineering and other involved disciplines for the
Project.
2 . Review and checking of documents prepared for the
Project.
C. City of Dublin and related governmental agency
Consulting/Review/Approval services consisting of predesign
activities including:
1 . City Staff and Construction Manager consultations
2 . Agency consultations
3 . Research of critical applicable regulations
D. Site Analysis and Selection services consisting of:
1 . On-site investigations (Note: boundary surveys,
topographical surveys, soils investigation will
be provided by the City)
2 . Movement systems and traffic flow study
3 . Overall site analysis and evaluation
E. Site Development Planning services consisting of preliminary
site analysis, and preparation and comparative evaluation of
conceptual site development designs, based on:
1 . Placement of structures and expandability (Present &
Future)
2 . Movement systems and circulation
3 . Utility systems
4 . Surface and subsurface conditions
5. Landscape concepts and forms
6 . Civic Center Public image
7 . Off-site visibility
8 . Cost
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F. Detailed Site Utilization Studies consisting of detailed
site analysis , based on the approved conceptual site
development design, including:
1. Placement of structures
2 . Movement systems and circulation
3 . Utility systems
4 . Surface and subsurface conditions
5 . Review of soils report
6 . Landscape forms and materials
7 . Cost
8 . Image
9 . Visibility
G. On-site Utility Studies services consisting of establishing
and preparing initial designs for on-site:
1 . Electrical service and distribution
2 . Gas service and distribution, when applicable
3 . Water supply and distribution
4 . Site drainage
5 . Sanitary sewer collection and disposal
6 . Storm water collection and disposal
7 . Fire systems
8. Emergency systems
9 . Security
10 .Site illumination
11 .Garbage Collection
H. Off-site Utility Studies services consisting of :
1. Confirmation of location, size and adequacy of utilities
serving the site
2 . Determination of requirements for connections to
utilities
I . Project Budgeting services relating to development of a
Statement of Construction Cost for site-related work based
on programming and scheduling of site work and consisting of
the application of unit cost data for:
1 . Site grading
2 . On-site utilities
3 . Utilities connections
4 . Off-site utilities work
5 . Drainage
6 . Paving
7 . Site lighting
8 . Lawn and landscaping work
J. Presentations consisting of presentations of Site Analysis
studies, reports and data by the Architect to the following:
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1 . City of Dublin Staff and Construction Manager
2 . Civic Center Development Committee
PHASE III - SCHEMATIC DESIGN SERVICES
In the Schematic Design Phase the Architect shall provide those
services necessary to prepare Schematic Design Documents
consisting of drawings and other documents illustrating the
general scope, scale and relationship of Project components for
approval by the City of Dublin. Designs will be conceptual in
character and based on the requirements developed under previous
phases and approved by the City. The following descriptions
shall apply as the responsibility of the Architect.
A. Project Administration services consisting of site-related
administrative functions including:
1 . Consultation
2 . Research
3 . Conferences
4 . Communications
5 . Progress Reports
B. Coordination of Disciplines/Document Checking services
consisting of predesign activities for :
1 . Coordination between the architectural work and the work
of engineering and other involved disciplines for the
Project.
2 . Review and checking of documents prepared for the
Project.
C. City of Dublin Agency and Consulting/Review/Approval
services consisting of schematic design activities
including:
1 . City of Dublin and other Agency consultations
2 . Research of critical applicable regulations
3 . Preparation of written and graphic explanatory materials
D. City of Dublin supplied Data Coordination services
consisting of schematic design activities including:
1 . Review and coordination of data furnished for the Project
by the City of Dublin
2 . Assistance in establishing criteria
3 . Assistance in obtaining data
E. Architectural Design/Documentation services during the
Schematic Design Phase responding to program requirements
and consisting of preparation of :
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1. Conceptual site and building plans
2 . Preliminary sections and elevations
3 . Preliminary selection of building systems and materials
4 . Development of approximate dimensions, areas and volumes
5 . Prospective sketch(es )
6 . Study model (s )
F. Structural Design/Documentation services during the
Schematic Design Phase consisting of recommendations
regarding basic structural materials and systems, analysis,
and development of conceptual design solutions for :
1 . A preliminary structural system
2 . Alternate structural systems
G. Mechanical Design/Documentation services during the
Schematic Design Phase consisting of consideration of
alternate materials, systems and equipment, and development
of conceptual design solutions for:
1 . Energy conservation
2 . Heating and ventilating
3 . Air conditioning
4 . Plumbing
5 . Fire protection
6 . Special mechanical systems (police, council chambers )
7 . General space requirements
H. Electrical Design/Documentation service during the Schematic
Design Phase consisting of consideration of alternate
systems recomendations regarding basic electrical materials,
systems and equipment, analyses, and development of
conceptual design solutions for :
1 . Power service and distribution
2 . Lighting (site & building)
3 . Telephones
4 . Fire detection and alarms
5 . Security systems
6 . Electronic communications
7 . Special electrical systems
8 . General space requirements
I . Civil Design/Documentation services during the Schematic
Design Phase consisting of consideration of alternate
materials and systems and development of conceptual design
solutions for:
1 . On-site utility systems
2 . Fire protection systems
3 . Drainage systems
4 . Paving
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J. Landscape Design/Documentation services during the Schematic
Design Phase consisting of consideration of alternate
materials , systems and equipment and development of
conceptual design solutions for land forms, lawns and
plantings based on program requirements, physical site
characteristics, design objectives and environmental
considerations .
K. Interior Design/Documentation services during the Schematic
Design Phase consisting of space allocation and utilization
plans based on functional relationships, consideration of
alternate materials, systems and equipment and development
of conceptual design solutions for architectural,
mechanical, electrical and equipment requirements in order
to establish:
1 . Partition locations
2 . Furniture and equipment layouts
L. Materials Research/Specifications services during Schematic
Design Phase consisting of :
1 . Identification of potential architectural materials,
systems and equipment and their criteria and quality
standards consistent with the conceptual design
2 . Investigation of availablity and suitability of
alternative architectural materials, system and equipment
3 . Coordination of similar activities of other disciplines
M. Project Development Scheduling services during the Schematic
Design Phase consisting of reviewing and updating previously
established Project schedules or initial development of
Project schedules (if not previously established) for
decision-making, design, documentation, contracting and
construction.
N. Statement of Construction Cost services during the Schematic
Design Phase consisting of development of a construction
cost range for the Project based on the most recent
schematic design studies, current and historic area,
volume, or other unit costs , expected. Project delivery
process , and appropriate contingencies .
0. Presentation services consisting of presentations of
Schematic Design Documents by the Architect to the following
City representatives :
1 . City Staff and Construction Manager
2 . City Council
3 . Residents
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PHASE IV - DESIGN DEVELOPMENT SERVICES
In the Design Development Phase the architect shall provide
services necessary to prepare from the approved Schematic Design
Documents , for approval by the City, the Design Development
Documents . These shall consist of drawings and other documents
to fix and describe the size and character of the entire Project,
including architectural, structural, mechanical and electrical
systems, materials and such other elements as may be appropriate .
Consideration shall be given to availability of materials ,
equipment and labor, construction sequencing and scheduling
economic analysis of construction, user safety and maintenance
requirements , and energy conservation. The following
descriptions shall be the responsibility of the Architect.
A. Project Administration services consisting of design
development administrative functions including:
1. Consultation
2 . Research
3 . Conferences
4 . Communications
5 . Progress Reports
B. Coordination of Disciplines/Document Checking services
consisting of design development activities for :
1 . Coordination between the architectural work and the work
of engineering and other involved disciplines for the
Project.
2 . Review and checking of documents prepared for the
Project.
C. City of Dublin Agency and Consulting/Review/Approval
services consisting of design development activities
including:
1. City of Dublin and Construction Manager Consultations
2 . Agency consultations
3 . Research of critical applicable regulations
4 . Preparation of written and graphic explanatory materials
D. City of Dublin supplied Data Coordination services
consisting of design development activities including:
1 . Review and coordination of data furnished for the Project
as a responsibility of the City
2 . Assistance in establishing criteria
3 . Assistance in obtaining data
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E. Architectural Design/Documentation services during the
Design Development Phase consisting of continued development
and expansion of architectural Schematic Design Documents to
establish the final scope, relationships, forms, size and
appearance of the Project through:
1 . Plans, sections and elevations
2 . Typical construction details
3 . One (1) Study model
4 . Final materials selections
5 . Equipment layouts
F. Structural Design/Documentation services during the Design
Development Phase consisting of continued development of the
specific structural system(s ) and Schematic Design Documents
in sufficient detail to establish:
1. Basic structural system and dimensions
2 . Final structural design criteria
3 . Foundation design criteria
4 . Preliminary sizing of major structural components
5 . Critical coordination of clearances
6 . Outline Specifications or materials lists
7 . Cost and ease of construction evaluation
G. Mechanical Design/Documentation services during the Design
Development Phase consisting of continued development and
expansion of mechanical Schematic Design Documents and
development of outline Specifications or materials lists to
establish:
1 . Approximate equipment sizes and capacities
2 . Preliminary equipment layouts
3 . Required space for equipment
4 . Required chases and clearances
5 . Acoustical and vibration control
6 . Visual impacts
7 . Energy conservation measures
8 . Maintenance and servicing criteria
H. Electrical Design/Documentation services during the Design
Development Phase consisting of continued development and
expansion of electrical Schematic Design Documents and
development of outline Specifications or materials lists to
establish:
1 . Criteria for lighting, electrical and communication
systems
2 . Approximate sizes and capacities of major components
3 . Preliminary equipment layouts
4 . Required space for equipment
5 . Required chases and clearances
6 . Maintenance and servicing criteria
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I . Civil Design/Documentation services during the Design
Development Phase consisting of continued development and
expansion of civil Schematic Design Documents and
development of outline Specifications or materials lists to
establish the final scope and preliminary details for on-
site civil engineering work.
J. Landscape Design/Documentation services during the Design
Development Phase consisting of continued development and
expansion of landscape Schematic Design Documents and
development of outline Specifications or materials lists to
establish final scope and preliminary details for landscape
work.
K. Interior Design/Documentation services during the Design
Development Phase consisting of continued development and
expansion of interior Schematic Design Documents and
development of outline Specifications or materials lists to
establish final scope and preliminary details relative to:
1 . Interior construction of the Project
2 . Special interior design features
3 . Furniture, furnishings and equipment selections
(optional)
4 . Materials, finishes and colors
5 . Millwork
L. Materials Research/Specifications services during the Design
Development Phase consisting of activities by in-house
architectural personnel in:
1 . Presentation for City approval or proposed General and
Supplementary Conditions of the Contract for Construction
for City approval
2 . Development of architectural outline Specifications or
itemized lists and brief form identification of
significant architectural materials, systems and
equipment and their criteria quality standards
3 . Coordination of similar activities of other disciplines
M. Project Development Scheduling services during the Design
Development Phase consisting of reviewing and updating
previously established schedules for the Project .
N. Statement of Construction Cost services during the Design
Development Phase consisting of updating and refining the
Schematic Design Phase Statement of Construction Cost of the
Project, taking into consideration:
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1 . Budget constraints
2 . Availability of materials and labor
3 . Project delivery procedures
4 . Construction sequencing and scheduling
5 . Changes in scope of the Project
6 . Adjustments in quality standards
0. Presentation services consisting of presentations of Design
Development Drawings and other documents by the Architect to
the following:
1 . City Staff and Construction Manager
2 . City Council
3 . Residents
PHASE V - CONSTRUCTION DOCUMENTS SERVICES
In the Construction Documents Phase the Architect shall provide
services necessary to prepare, from the approved Design
Development Documents, for approval by the City, Construction
Documents . The construction documents shall consist of Drawings,
Specifications and other documents setting forth in detail the
requirements for construction of the Project and bidding and
contracting for the construction of the Project. The following
descriptions shall be the responsibility of the Architect:
A. Project Administration services consisting of construction
documents administrative functions including:
1. Consultation
2 . Research
3 . Conferences
4 . Communications
5. Progress Reports
B. Coordination of Disciplines/Document Checking services
consisting of construction documents activities for :
1 . Coordination between the architectural work and the work
of engineering and other involved disciplines for the
Project.
2 . Review and checking of documents prepared for the
Project .
C. City of Dublin and Agency Consulting/Review/Approval
services relating to applicable laws , statutes, regulations
and codes of regulating entities and consisting of
Construction Documents Phase activities for :
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1 . City and Agency consultations
2 . Research of applicable regulations
3 . Appearances on behalf of the City at agency meetings (if
required)
D. City-supplied Data Coordination services consisting of
activities relating to the construction documents including:
1. Review and coordination of data furnished for the Project
as a responsibility of the City
2 . Assistance in establishing criteria
3 . Assistance in obtaining data
E. Architectual Design/Documentation services during the
Construction Documents Phase consisting of preparation of
Drawings based on approved Design Development Documents,
setting forth in detail the architectural construction
requirements for the Project.
F. Structural Design/Documentation services during the
Construction Documents Phase consisting of preparation of
final structural engineering calculations, Drawings and
Specifications based on approved Design Development
Documents , setting forth in detail the structural
construction requirements for the Project.
G. Mechanical Design/Documentation services during the
Construction Documents Phase consisting of preparation of
final mechanical engineering calculations, Drawings and
Specifications based on approved Design Development
Documents , setting forth in detail the mechanical
construction requirements for the Project.
H. Electrical Design/Documentation services during the
Construction Documents Phase consisting of preparation of
final electrical engineering calculations, Drawings and
Specifications based on approved Design Development
Documents , setting forth in detail the electrical
construction requirements for the Project.
I . Civil Design/Documentation services during the
Construction Documents Phase consisting of preparation of
final civil engineering calculation, Drawings and
Specifications based on approved Design Development
Documents , setting forth in detail the civil construction
requirements for the Project.
J. Landscape Design/Documentation services during the
Construction Documents Phase consisting of preparation of
Drawings and Specifications based on approved Design
Development Documents, setting forth in detail the landscape
requirements for the Project.
Page 12
ar
K. Interior Design/Documentation services during the
Construction Documents Phase consisting of preparation of
Drawings, Specifications and schedules based on approved
Design Development Documents , setting forth in detail the
requirements for interior construction. Furniture,
furnishings and equipment schedules for the Project may be
required as an option by the City.
L. Materials Research/Specifications during the Construction
Documents Phase consisting of activities of in-house
architectural personnel in:
1 . Preparation of Bidding Documents which describe the time,
place and conditions of bidding, bidding forms, and the
form(s ) of Agreement between the City and Contractor (s )
2 . Assistance to the City in development and preparation of
the Conditions of the Contract (General, Supplementary,
and other Conditions )
3 . Development and preparation of architectural
specifications describing materials, systems and
equipment, workmanship, quality and performance criteria
required for the construction of the Project
4 . Coordination of the development of Specifications by
other disciplines
5 . Compilation of Project Manual including Conditions of the
Contract, Bidding Documents and Specifications
M. Statement of Construction Cost services during the
Construction Documents Phase consisting of advising the City
of any adjustments to, and, when the Construction Documents
are approximately 90 percent complete, updating of the
Design Development Phase Statement of Construction Cost of
the Project, taking into account:
1 . Changes in materials, systems or details of construction
which have occurred during preparation of the
Construction Documents
2 . Known changes in the cost of materials, labor and
services since preparation of the previous Statement of
Construction Cost
3 . Adjustments for known or anticipated changes in the
bidding market relative to the Project
N. Presentation services consisting of presentations of
Construction Documents and special presentation graphic
displays by the Architect to the following:
Page 13
1 . City Staff and Construction Manager
2 . City Council
O. (Optional) Bidding Documents/Scheduling services during the
Construction Documents Phase consisting of :
1 . Preparation and coordination of special Drawings and
Specifications for obtaining bids or prices on alternates
to the Work
2 . Preparation and coordination of special Drawings and
Specifications for obtaining alternate bids or prices on
changes in the scope of the Work
3 . Review and update of established schedules for the
Project
PHASE VI —BIDDING SERVICES
In the Bidding Phase the Architect following the City approval of
the Construction Documents and of the most recent Statement of
Construction Cost, shall provide those services necessary for the
Architect to assist the City in obtaining bids and in awarding
and preparing contracts for construction. The following
descriptions shall be the responsibility of the Architect.
A. Project Administration services consisting of bidding
administrative functions including:
1 . Consultation
2 . Research
3 . Conferences
4 . Communications
5 . Progress Reports
B. Coordination of Disciplines/Document Checking services
consisting of bidding activities for :
1 . Coordination between the architectural work and the work
of engineering and other involved disciplines for the
Project.
2 . Review and checking of documents prepared for the
Project.
C. City of Dublin and Agency Consulting/Review/Approval
services during the Bidding Phase relating to applicable
laws, statutes, regulations and codes of regulating entities
relating to the City interests before construction begins
City and Agency consultations
Page 14
D. City-supplied Data Coordination services consisting of
activities relating to bidding including:
1 . Review and coordination of data furnished for the Project
as a responsibility of the City
2 . Assistance in establishing and evaluating criteria
3 . Assistance in obtaining data
E. Bidding Materials services consisting of organizing and
handling Bidding Documents for:
1 . Coordination
2 . Reproduction
3 . Completeness review
4 . Distribution
5 . Distribution records
6 . Retrieval
7 . Receipt and return of document deposits
8 . Review, repair and reassembly of returned materials
F. Addenda services consisting of preparation and distribution
of Addenda as may be required during bidding and including
supplementary Drawings , Specifications , instructions and
notice (s ) of changes in the bidding schedule and procedure.
G. Bidding services consisting of :
1 . Assistance to City in establishing list of Bidders
2 . Participation in pre-bid conferences
3 . Responses to questions from Bidders and clarifications or
interpretations of the Bidding Documents
4 . Attendance at bid opening
5 . Documentation and distribution of bidding results
H. Analysis of Alternates services consisting of consideration,
analyses , comparisons, and recommendations relative to
alternates proposed prior to receipt of Bids .
I . Bid Evaluation services consisting of:
1 . Validation of Bids
2 . Participation in reviews of Bids
3 . Evaluation of Bids
4 . Recommendation on award of Contract (s)
J. Construction Contract Agreements services consisting of:
1 . Notification of Contract award(s )
2 . Preparation and distribution of sets of Contract
Documents for execution by parties to the Contract (s )
Page 15
3 . Receipt, distribution and processing, for City ' s
approval, of required certificates of insurance, bonds
and similar documents
4 . Preparation and distribution to Contractor (s ) , on behalf
of the City, of notice (s ) to proceed with the Work
5 . Review and recommend changes to City on any amendments to
the Contractor Agreement
PHASE VII - CONSTRUCTION CONTRACT ADMINISTRATION SERVICES
In the Construction Contract Phase the Architect shall provide
those serives necessary for the administration of the
construction contract as set forth in the General Conditions of
the Contract for Construction. Unless otherwise provided the
Architect duties and responsibilities during construction shall
be set forth in the Agreement between the City and Architect.
The following descriptions shall be the responsibility of the
party indicated therein.
A. Project Administration services consisting of construction
contract administration functions including:
1 . Consultation
2 . Research
3 . Conferences
4 . Travel Time
5 . Communications
6 . Progress Reports
7 . Coordination of out-of-normal-sequence construction
operations
B. Coordination of Disciplines/Document Checking services
consisting of construction contract administration
activities for :
1 . Coordination between the architectural work and the work
of engineering and other involved disciplines for the
Project.
2 . Review and checking of documents prepared for the
Project .
3 . Review of shop drawings and alternates
C. City of Dublin and Agency Consulting/Review/Approval
services during the Construction Contract Administration
Phase relating to applicable laws, statutes , regulations and
codes of regulating entities relating to the City' s interest
during construction of the Project.
Page 16
a i 0-r31
D. City supplied Data Coordination services consisting of
activities relating to construction contract administration
including:
1. Review and coordination of data furnished for the Project
as a responsibility of the City
2 . Assistance in establishing criteria
3 . Assistance in obtaining data
4 . Coordination of delivery and installation of City
supplied furniture and furnishings
E. Construction Administration services consisting of:
1 . Processing of submittals, including receipt, review of,
and appropriate action on Shop Drawings , Product Data,
Samples and other submittals required by the Contract
Documents
2 . Distribution of submittals to City, Contractor and/or
Architect ' s field representative as required
3 . Maintenance of master file of submittals
4 . Review all funding requests by Contractor
5 . Review all lien releases by Contractor
F. Construction Field Observation services by Architect and
Engineers consisting of visits to the site at intervals
appropriate to the stage of construction or as otherwise
agreed in writing to become generally familiar with the
progress and quality of the Work and to determine in general
if the Work is proceeding in accordance with the Contract
Documents, and preparing related reports and communications.
G. Inspection Coordination services relating to independent
inspection and testing agencies, consisting of :
1. Administration and coordination of field testing required
by the Contract Documents
2 . Recommending scope, standards , procedures and frequency
of testing and inspections
3 . Arranging for testing and inspection of City' s behalf
4 . Notifying inspection and testing agencies to status Work
requiring testing and inspection
Page 17
5 . Evaluating compliance by testing and inspection agencies
with required scope, standards, procedures and frequency
6 . Review of reports on inspections and tests and
notifications to City and Contractor (s ) of observed
deficiencies in the Work
H. Supplemental Documents services consisting of:
1 . Preparation, reproduction and distribution of
supplemental Drawings, Specifications and interpretations
in response to requests for clarification by
Contractor (s ) or the City and as required by construction
demands
2 . Forwarding City instructions and providing guidance to
the Contractor (s ) on the City ' s behalf relative to
changed requirements and schedule revisions
I . Quotation Requests/Change Orders services consisting of:
1 . Preparation, reproduction and distribution of Drawings
and Specifications to describe Work to be added, deleted
or modified
2 . Review of proposals from Contractor (s ) for reasonableness
of quantities and costs of labor and materials
3 . Assist the City and its Construction Manager in
negotiations with Contractor (s ) relative to costs of Work
proposed to be added, deleted or modified
4 . Assisting in the preparation of appropriate Modifications
of the Contract for Construction Coordination of
communications, approvals, notifications and record-
keeping relative to changes in the Work
J. Project Schedule Monitoring services consisting of
monitoring the progress of the Contractor (s ) relative to
established schedules and making status reports to City.
K. Project Closeout services initiated upon notice from the
Contractor (s ) that the work, or a designated portion thereof
which is acceptable to the City, is sufficiently complete,
in accordance with the Contract Documents, to permit
occupancy or utilization for the use for which it is
intended, and consisting of :
1 . A detailed inspection with the City' s Project Manager
for conformity of the Work to the Contract Documents to
verify the punch list submitted by the Contractor (s ) of
items to be completed or corrected, (including HVAG,
electrical and fire protection systems )
Page 18
2 32
2 . Determinatin of the amounts to be withheld until final
completion
3 . Securing and receipt of consent of surety or sureties, if
any, to reduction in or partial release of retentions or
the making of final payment (s )
4 . Issuance of Certificate (s ) of Substantial Completion
Inspection (s ) upon notice by the Contractor (s ) that the
Work is ready for final inspection and acceptance
5 . Notification to City and Contractor (s ) of deficiencies
found in follow-up inspection(s ) , if any
6 . Final inspection with the City ' s representative to
verify final completion of the Work
7 . Receipt and transmittal of warranties, affidavits, receipts,
releases and waivers of lien or bonds indemnifying the the
. City against liens
8. Obtain as-built drawing
9 . Securing and receipt of consent of surety or sureties, if any,
to the making of final payment (s )
10 . Issuance of final Certificate (s ) for Payment
PHASE VIII - POSTCONSTRUCTION SERVICES
In the Postconstruction Phase the Architect shall provide those services
necessary to assist the Owner in the use and occupancy of the facility.
The following descriptions shall apply as the responsibility of the
Architect .
A. Project Administration services consisting of postconstruction
administration functions including:
1 . Consultation
2 . Research
3 . Conferences
4 . Travel Time
5 . Communications
6 . Progress Reports
B. Coordination of Disciplines/Document Checking services consisting of
postconstruction activities for :
1 . Coordination between the architectural work and the work of
engineering and other involved disciplines for the Project.
Page 19
2 . Review and checking of documents prepared for use or occupancy of
the Project .
C. Agency Consulting/Review/Approval services relating to applicable
laws, statutes , regulations and codes of regulating entities that
require compliance during postconstruction use, occupancy and
operation.
D. City-supplied Data Coordination services consisting of postcontruction
activities during occupancy and operation relative to City-supplied
furniture, furnishings and equipment.
E. Maintenance and Operational Programming services consisting of:
1 . Assistance in the establishment by the City of in-house program(s )
of operation and maintenance of the physical plant and equipment
2 . Arranging for and coordinating instructions on operations and
maintenance on equipment in conjunction with manufacturers '
representatives
3 . Assistance in the preparation of operations and maintenance
manual (s ) for the City' s use
F. Start-up Assistance services consisting of :
1 . On-site observation, troubleshooting and assistance in the
operation of building systems during initial occupancy
2 . Assistance in the training of the Owner ' s operation and
maintenance personnel in proper operation, schedules and
procedures
3 . Administration and coordination of remedial work by the
Contractor (s ) after final completion
G. Record Drawings services consisting of :
1 . Making arrangements for obtaining from Contractor (s ) and other
parties information certified by them on all changes made during
construction from the initial Contract Documents and on the
location of concealed systems as installed during construction
2 . Review of general accuracy of information submitted and
certified to by the Contractor (s )
3 . Preparation of record drawing, based on information furnished by
the Contractor (s ) , including significant changes in the Work made
during construction
4 . Transmittal of record drawings and general data, appropriately
identified, to the City and others as directed
Page 20
H. Warranty Review services consisting of:
1 . Consultation and recommendation to the City during the duration of
warranties in connection with inadequate performance of materials,
systems and equipment under warranty
2 . Inspection (s ) prior to expiration of the warranty period(s ) to
ascertain adequacy of performance of materials systems and
equipment
3 . Documenting defect or deficiencies and assisting the City in
preparing instruction to the Contractor (s ) for correction of noted
defects
Page 21
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