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HomeMy WebLinkAbout1986-11-04; City Council; 8806; Consultant agreement: Safety CenterCir OF CARLSBAD — AGEND 3ILL RECOMMENDED ACTION: gib* (2 AR# <f^£> (f> MTG. 11/nd/flfi DEPT.MP TITLE: CONSULTANT AGREEMENT FOR THE DESIGN OF THE CARLSBAD PUBLIC SAFETY AND SERVICE CENTER, PHASE II S nDEPT. HD-t/f-S PITYATTYY^^ HITY MGR. n?ZX~^ Adopt Resolution No. Jrft* 6 approving the attached consultant agreement with the architectural firm of Rob Wellington Quigley and Associates to begin design of the Carlsbad Public Safety and Service Center, Phase II project. ITEM EXPLANATION; Q UJ 0.Q. zg o oz In the 1986-87 Capital Improvement Program budget, the City Council has appropriated $255,000 to begin the design of the Carlsbad Public Safety and Service Center, Phase II project. Phase II includes the design and construction of facilities housing a Purchasing Department general stores warehouse, administrative offices and maintenance shops for the Utilities and Maintenance Department, and storage facilities, shops, and general offices for the Parks Department. A five (5) member Staff Selection Committee was formed to interview prospective architectural firms for this project. The Staff Committee solicited qualifications statements and support information from twelve (12) architectural firms specializing in governmental agency design and construction projects. The Selection Committee reviewed the submitted materials of seven (7) firms responding to the project and selected the following three (3) finalists: 1. Rob Wellington Quigley and Associates 2. Danielson Design Group 3. Bradshaw, Bundy and Associates The three (3) finalists were required to submit a detailed scope of work proposal to accomplish the project. The Staff Committee interviewed the three (3) firms on October 14, 1986 and recommends the architectural firm of Rob Wellington Quigley and Associates. The architect's design team will include the following subconsultants : Fluor Incorporated, Project Engineers Michael Feerer and Associates, Facility Planners Land Studio, Landscape Architects The consultants will begin their work immediately following receipt of authorization to proceed and will conclude the design development phase of this project which will include space needs analysis and programming, a facility design criteria report, schematic design, and a detailed project cost estimate in oo Page Two of Agenda Bill No approximately eight (8) months. Following completion of the design development phase, a subsequent design contract to prepare working drawings and project specifications will be negotiated with the consultant team. It is estimated completion of plans and specifications will require approximately four (4) months. An additional element of the architect team's proposal is the preparation of a detailed Master Plan and architectural design guidelines for the remaining development of the Public Safety and Service Center. As each successive phase of the Public Safety and Service Center is developed, this document will provide design continuity and aesthetic image for this complex. Staff strongly recommends taking advantage of the opportunity at this stage of the development of the Public Safety and Service complex to create consistent and cohesive architectural design guidelines for subsequent phases. FISCAL IMPACT; The City Council has appropriated $255,000 in the 1986-87 Capital Improvement Program budget for the design of Phase II of the Carlsbad Public Safety and Service Center project. The attached consultant agreement incorporates the detailed proposal which contains the maximum number of hours and hourly rates required to complete the design development phase of this project, not to exceed $80,284. The facility Master Plan and architectural design guidelines report is included in this fee proposal. The City Council has tentatively scheduled construction of Phase II of the Public Safety and Service Center for fiscal 1989-90 and has allocated $3,455,000 in the current 5-year C.I.P. budget. Following timely completion of the design of this project, staff will recommend during the fiscal 1987-88 budget review process that the City Council consider adjusting the construction schedule of Phase II to begin approximately January, 1988. EXHIBITS: 1. Location Map. 2. Resolution No. jfTTh G> approving a consultant agreement with the architectural firm of Rob Wellington Quigley and Associates for the design development of Phase II of the Carlsbad Public Safety and Service Center. Page Three of Agenda Bill No. P<f 06) 3. Consultant Agreement. 4. Memo to City Manager from the Staff Selection Committee. 5. Consultant's detailed proposal (on file in the Office of the City Clerk). LOCATION MAP PHASE m FIRE STATION HEADQUARTERS LEGEND PHASE I A. POLICE/FIRE ADMINISTRATION B. VEHICLE MAINTENANCE C. FUEL .ISLAND D. VEHICLE WASH F? PARK! NG PHASE n E YARD OFFICE F ' MAINTENANCE SHOPS G. PURCHASING WAREHOUSE SITE VICINITY MAP N.T.S. PROJECT NAME CARLSBAD SAFETY AND SERVICE CENTER PHASE PROJ. NO. 3236 EXHIBIT I OCTOBER 21, 1986 TO: CITY MANAGER FROM: STAFF SELECTION COMMITTEE SUBJECT: ARCHITECT SELECTION FOR CARLSBAD PUBLIC SAFETY AND SERVICE CENTER, PHASE II The Staff Selection Committee recommends the architectural firm of Rob Wellington Quigley and Associates to begin the design of the Carlsbad Public Safety and Service Center, Phase II project. The Staff Committee solicited qualifications statements and support information from twelve (12) architectural firms specializing in governmental agency design and construction projects. Seven (7) firms responded to the project. The Staff Committee selected and interviewed the following three (3) finalists for the project following submission of a detailed scope of work proposal: 1 . Rob Wellington Quigley and Associates 2. Danielson Design Group 3. Bradshaw, Bundy and Associates The three (3) finalists were interviewed by the Staff Committee on October 14, 1986 with subsequent deliberations resulting in this recommendation. ill ommittee Chairman Larry WiLfey Acting Wtilities a Maintenance Director Ru th Fletcher Purchasing Officer Doug Par Superi artson 'd Recreation endent lark Gibson Project Manager 1 2 3 4 5 6 7 8 9 10 11 12 13 14 j| 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO.8866 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD CALIFORNIA, APPROVING A CONSULTANT AGREEMENT BETWEEN THE CITY OF CARLSBAD AND ROB WELLINGTON QUIGLEY AND ASSOCIATES, ARCHITECTS, FOR THE DESIGN DEVELOPMENT OF THE CARLSBAD PUBLIC SERVICE AND SAFETY CENTER, PHASE II, PROJECT NO. 3236 WHEREAS, the City of Carlsbad has solicited proposals for the design development of the Carlsbad Public Safety and Service Center, Phase II project; and WHEREAS, all prospective firms were required to submit qualifications statements and support information; and WHEREAS, all firms selected as finalists were required to submit a detailed scope of work proposal; and WHEREAS, the recommended firm Rob Wellington Quigley and Associates, Architects, possesses the necessary skills, background, and expertise to accomplish the project; and WHEREAS, the City Council of the City of Carlsbad has previously appropriated funds in the amount of $255,000 in the 1986-87 CIP budget for the design development of this project; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California that; 1. That the above recitations are true and correct. 2. That the consultant agreement with the firm of Rob Wellington Quigley and Associates attached hereto as Exhibit A is hereby approved. /// /// /// 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 3. That the Mayor is hereby authorized and directed to execute said agreement with the firm of Rob Wellington Quigley and Associates on behalf of the City of Carlsbad. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 4th _ day of November , 1986 by the following vote, to wit: AYES: Council Members Casler, Lewis, Kulchin, Chick and Pettine NOES: None ABSENT: None ATTEST: / . L-ii^<l MARY/H. CASLER, Mayor A ALETHA L. RAUTENKRANZ, City :SEAL) 19 20 21 22 23 24 25 26 27 28 AGREEMENT FOR ARCHITECTURAL CONSULTANT SERVICES THIS AGREEMENT, made and entered into as of the 4th day of November, 1986, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City," and Rob Wellington Quigley and Associates, hereinafter referred to as "Consultant." RECITALS City requires the services of an architectural consultant to provide the necessary architectural services for design development of the Carlsbad Public Safety and Service Center, Phase II; and Consultant possesses the necessary skills, background, professional expertise, experience and qualifications to provide the services required by City; .NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and a Consultant agree as follows : 1 . CONSULTANT'S OBLIGATIONS The Consultant shall provide architectural consultant services to the City in accordance with the "Detailed Proposal" attached hereto which is incorporated by reference and made a part of this agreement. Said services shall be performed diligently, in a professional manner, and in accordance with the terms and conditions of this agreement under the direction of the City Manager or his authorized representative. 2 . CITY OBLIGATIONS The City shall pay the Consultant in accordance with paragraphs (4) and (5) of this agreement upon receipt of invoices submitted by the Consultant and approved by the City. 3. PROGRESS AND COMPLETION The work under this Contract will begin immediately upon receipt of notification to proceed by the City and be completed within eight (8) consecutive calendar months of that date. Extensions of time may be granted if requested by the Consultant and agreed to in writing by the City Manager. In consideration of such requests, the City Manager will give allowance for documented and substantiated unforeseeable and unavoidable delays not caused by a lack of foresight on the part of the Consultant, or delays caused by City inaction or other agencies' lack of timely act ion. 4. FEES TO BE PAID TO CONSULTANT The fee payable to the Consultant by the City shall be calculated by the hours and rates in accordance with the section of the attached "Detailed Proposal" entitled "Compensation." No other compensation for services will be allowed except those items covered by supplemental agreements per Paragraph 6, CHANGES IN WORK. 5. PAYMENT OF FEES Payment of fees shall be made within thirty (30) days after receipt and approval of invoices submitted by Consultant to City. All invoices shall be detailed and include a written description of the work performed in accordance with the "Detailed Proposal," - 3 - dates, hours worked, hourly rate, and total amount of requested payment. It is understood that if the project is resumed after being suspended for more than sixty (60) days, the Consultant's compensation shall be subject to renegotiation based upon adjustment to billing rates that have occurred in the interim. 6' CHANGES IN WORK If, in the course of this Contract and design, changes seem merited by the Consultant or the City, and informal consultations with the other party indicate that a change in the conditions of the Contract is warranted, the Consultant or the City may request a change in Contract. Such changes shall be processed by the City in the following manner: A letter outlining the required changes shall be forwarded to the City or Consultant to inform them of the proposed changes along with a statement of estimated changes in charges or time schedule. After reaching mutual agreement on the proposal, a supplemental agreement shall be prepared by the City and approved by the City Council. Such supplemental agreement shall not render ineffective or invalidate unaffected portions of the agreement. Changes requiring immediate action by the Consultant or City shall be ordered by the City Engineer who will inform a principal of the Consultant's firm of the necessity of such action and follow up with a supplemental agreement covering such work. 7 . NON-COLLUSION CLAUSE The Consultant warrants that their firm has not employed or retained any company or person, other than a bona fide employee - 4 - working for the Consultant, to solicit or secure this agreement, and that Consultant has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making this agreement. For breach or violation of this warranty, the City shall have the right to annul this agreement without liability, or, in its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. 8. NON-DISCRIMINATION CLAUSE The Consultant shall comply with applicable State and Federal laws regarding non-discrimination. 9. TERMINATION OF CONTRACT In the event of the Consultant's failure to prosecute, deliver, or perform the work as provided for in this Contract, the City may terminate this contract for non-performance by notifying the Consultant by certified mail of the termination of the Contract. The Consultant, thereupon, has five (5) working days to deliver said documents owned by the City and all work in progress to the City Manager. The City Manager shall make a determination of fact based upon the documents delivered to the City of the percentage of work which the Consultant has performed which is usable and of worth to the City in having the Contract completed. Based upon that finding as reported to the City Council, the Council shall determine the final payment of the Contract. 10. DISPUTES If a dispute should arise regarding the performance of work under this agreement, the following procedure shall be used to resolve any guestion of fact or interpretation not otherwise settled by agreement between parties. Such guestions, if they become identified as a part of a dispute among persons operating under the provisions of this Contract, shall be reduced to writing by the principal of the Consultant or the City Manager. A copy of such documented dispute shall be forwarded to both parties involved along with recommended methods of resolution which would be of benefit to both parties. The City Manager or the Consultant receiving the letter shall reply to the letter along with a recommended method of resolution within ten (10) days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be forwarded to the City Council for their resolution through the Office of the City Attorney. The City Council may then opt to consider the directed solution to the problem. In such cases, the action of the City Council shall be binding upon the parties involved, although nothing in this procedure shall prohibit the parties seeking remedies available to them at law. 1 1. SUSPENSION OR TERMINATION OF SERVICES This agreement may be terminated by either party upon tendering thirty (30) days written notice to the other party. In the event of such suspension or termination, upon request of the City, the Consultant shall assemble the work product and put same in order for proper filing and closing and deliver said product - 6 - to City. In the event of termination, the Consultant shall be paid for work performed bo the termination date; however, the total shall not exceed the guaranteed total maximum. The City shall make the final determination as to the portions of tasks completed and the compensation to be made. Compensation to be made in compliance with the Code of Federal Regulations. 12. STATUS OF THE CONSULTANT The Consultant shall perform the services provided for herein in Consultant's own way as an independent contractor and in pursuit of Consultant's independent calling, and not as an employee of the City. Consultant shall be under control of the City 'only as to the result to be accomplished and the personnel assigned to the project, but shall consult with the City as provided for in the request for proposal. 13. OWNERSHIP OF DOCUMENTS All plans, studies, sketches, drawings, reports, and specifications as herein required are the property of the City, whether the work for which they are made be executed or not. In the event this Contract is terminated, all documents, plans, specifications, drawings, reports, and studies shall be delivered forthwith to the City. Consultant shall have the right to make one (1) copy of the plans and other documentation related to the project for his/her records. The Consultant may show to others selected items from reports and documents as part of business development. The Consultant warrants that display of this information will not cause harm to the City. 14. HOLD HARMLESS AGREEMENT The City, its agents, officers, and employees shall not be liable for any claims, liabilities, penalties, fines, or any damage to goods, properties, or effects of any person whatever, nor for personal injuries or death caused by, or resulting from, or claimed to have been caused by, or resulting from, any intentional or negligent acts, errors or omissions of Consultant or Consultant's agents, employees, or representatives. Consultant agrees to defend, indemnify and save free and harmless the City and its authorized agents, officers, and employees against any of the foregoing liabilities, unless the liability or claim is due, or arises out of, solely to the City's negligence. 15. ASSIGNMENT OF CONTRACT The Consultant shall not assign this Contract or any part thereof or any monies due thereunder without the prior written consent of the City. 16. SUBCONTRACTING If the Consultant shall subcontract any of the work to be performed under this Contract by the Consultant, Consultant shall be fully responsible to the City for the acts and omissions of Consultant's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Consultant is for the acts and omissions of persons directly employed by Consultant. Nothing contained in this Contract shall create any contractual relationship between any subcontractor of Consultant and the City. The Consultant shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this - 8 - Contract applicable to Consultant's work unless specifically noted to the contrary in the subcontract in question approveo in writing by the City. 17. PROHIBITED INTEREST No official of the City who is authorized in such capacity on behalf of the City to negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving of any architectural, engineering inspection, construction or material supply Contractor, or any subcontractor in connection with the construction of the project, shall become directly or indirectly interested personally in this Contract or in any part thereof. No officer, employee, architect, attorney, engineer, or inspector of or for the City who is authorized in such capacity and on behalf of the City to exercise any executive, supervisory, or other similar functions in connection with the performance of this Contract shall become directly or indirectly interested personally in this Contract or any part thereof. 18. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the City, either before, during, or after the execution of this Contract, shall affect or modify any of the terms or obligations herein contained nor such verbal agreement or conversation entitle the Consultant to any additional payment whatsoever under the terms of this Contract. 19. SUCCESSORS OR ASSIGNS Subject to the provisions of Paragraph 14, HOLD HARMLESS AGREEMENT, all terms, conditions, and provisions hereof shall