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HomeMy WebLinkAbout1998-05-05; City Council; 14659; APPROVAL OF CONSULTANT AGREEMENT WITH GILLIS & ASSOCIATES ARCHITECTS FOR FACILITY AND CONCEPT DESIGN PLAN.A GlTWF CAnLaernu - HUtNUw ILL .* AB# /? 1b5 9 D~PT. TITLE: APPROVAL OF CONSULTANT AG~~EEMENT MTG. 515198 CITY n FOR FACILITY AND CONCEPT DESIGN PLAN DEPT. PW CITY P WITH GlLLlS & ASSOCIATES ARCHITECTS I I I 0 w fx & a 5 RECOMMENDED ACTION: Adopt Resolution No. 9g-l authorizing the City Manager to execute a consultant I agreement with Gillis & Associates to develop a Facility and Concept Design Plan for i Works Operations Yard and Administrative Services Center. ?I ITEM EXPLANATION In the early 1980s, the City of Carlsbad acquired approximately 26 acres of property for the purpose of developing a municipal services complex. Subsequent master planning of the si the City created a three phased development. Phase I was a Police and Fire Administratior and a Fleet Maintenance Facility; Phase II was identified as the Municipal Maintenance Ser Facility, Equipment and Materials Storage Yard and a Purchasing Department General St01 Warehouse; Phase Ill was a multi-bay Fire Department Station No. 5. In 1986, the City completed Phase I, a 55,000 square foot Police and Fire Administration building and a Fleet Maintenance Facility. In 1989, the City completed construction of Phi 25,000 square foot Fire Department facility. Construction of Phase II, the Municipal Mair Services Facility, Equipment and Materials Storage Yard was placed on hold and subsequ needs of the City have changed. The creation of the Public Works major service area, comprised of 180 employees 01 responsibilities, has precipitated the need to re-open this long-dormant project. As such, a for Proposals to develop a Public Works Facility and Concept Design Plan was issued. As eight proposals were received, and staff elected to interview six of those firms. A team c( of key Public Works managers reached a consensus to recommend Gillis & Associates. i Concurrently, Public Works is preparing a Strategic Plan to develop guidelines and a prc enhancing Public Works Services delivery. The contract consultant hired to prepare thc and Concept Design Plan will work closely with the Public Works staff team and the Stratt Consultant to assure congruity of staffing and facility needs. After acceptance of the Facility and Concept Design Plan, the City will contract with an arc design consultant to complete the architectural and engineering drawings for constructi facility. I 2 0 0 F 4 1 0 z 3 0 0 .I FISCAL IMPACT The fee for this project is $70,720. Funding is available in the Capital Improvement budget. EXHIBITS I. Resolution No. sb- 131 2. Consultant Services Agreement with Gillis & Associates 4. II * 9 LiMlULI .* \ 1 2 3 4 5 6 7 8 9 10 I1 12 13 14 15 16 17 18 19 20 22 22 23 24 25 26 27 28 ~ RESOLUTION NO. 98-131 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING EXECUTION OF A CONSULTANT SERVICES AGREEMENT WITH GlLLlS & ASSOCIATES WHEREAS, the City is desirous of building a Public Works Administratic Operations Facility; and WHEREAS, the City is in need of consultant services to develop a Public Works and Concept Design Pian; and WHEREAS, the City Council has determined it is in the City’s best interest to F with a Facility and Concept Design Plan as proposed by Gillis & Associates; and NOW, THEREFORE, BE IT RESOLVED, BY THE City Council of the City of C as follows: 1. The above recitations are true and correct. 2. The Professional Services Agreement between the City of Carlsbad and Associates attached hereto is hereby approved. 3. The City Manager is hereby authorized to execute said Agreement on beha City. PASSED, APPROVED AND ADOPTED by the City Council of the City of Carlsb regular meeting held on the 5 day of May , 1998, by the following vote, ~ AYES: Council Members Nygaard, Hall & Finnila NOES: None ABSENT: Lewis & Kulchin <- ?& CL .DE A. LEWIS, Mayor I ~ I RAMONA FINNILA, Mayor Pro Tern ATTEST: A [kg’ f<= ‘4 ALETHA L. RAUTENKRANZ, City ‘ (SEA!.) I A .-, May 26,1998 Gillis & Associates Architects 2600 Michelson, Suite 240 Imine, CA 92715 RE: AGREEMENT FOR A FACILITY & CONCEPT DESIGN PLAN Enclosed for your records is a copy of Council Agenda Bill No. 14,659 and Resolution No. 98-131 which authorized a consultant services agreement with Gillis & Associates, Architects. Also enclosed is a copy of the signed agreement for the development of a Facility and Concept Design Plan for a Public Works Operations Yard and Administrative Services Center. If you have any questions about your contract please call Julie Ross, in our Public Works Department, at (760) 434-2949. Ama<./p KATHLEEN D. SHOUP Sr. Office Specialist ~~~ 1200 Carlsbad Village Drive - Carlsbad, California 92008-1 989 - (760) 434-28C 1 -. e e c AGREEMENT ('3 THIS AGREEMENT is made and entered into as of the r/\d day c .A'[ I+ 7 , 1998, by and between the CITY OF CARLSBAD, a municip; corporation, hereinafter referred to as Tity", and Gillis & Associates Architect! hereinafter referred to as "Contractor." /? / /L1 4 RECITALS City requires the services of an Architectural Design Contractor to provide th necessary services for preparation of a Public Works Facility and Concept Desig Plan; and Contractor possesses the necessary skills and qualifications to provide tt services required by City; NOW, THEREFORE, in consideration of these recitals and the mutual covenan contained herein, City and Contractor agree as follows: 1, CONTRACTORS OBLIGATIONS Contractor shall provide the services to complete a Public Works Facili Concept Design Plan as outlined in the attacked Project Summary and as mo fully described in the City of Carlsbad Facility and Design Plan Request f Proposal and Contractor's Proposal. 2. CITY OBLIGATIONS City shall provide appropriate direction and serve as liaison to Contractor 3. PROGRESS AND COMPLETION The work under this contract will begin within ten (IO) days after receipt notification to proceed by City and be completed within 180 days of that datl Extensions of time may be granted if requested by Contractor and agreed to in writ rev. 1 0/22 1 .-. 0 0 by the Public Works Director. The Public Works Director will give allowance fo documented and substantiated unforeseeable and unavoidable delays not caused by i lack of foresight on the part of Contractor, or delays caused by City inaction or othe agencies' lack of timely action. 4. FEES TO BE PAID TO CONTRACTOR The total fee payable for the services to be performed shall not exceed $70,72( No other compensation for services will be allowed except those items covered I: supplemental agreements per Paragraph 8, "Changes in Work." City reserves the rig1 to withhold a ten percent (10%) retention until the project has been accepted by City. Incremental payments, if applicable, may be invoiced monthly. The closu: date of each monthly invoice shall be the last day of the month. 5. DURATION OF CONTRACT This agreement shall extend for a period of six months from date thereof. TI contract may be extended by the City Manager for three additional two (2) mon periods or parts thereof, based upon a review of satisfactory performance and Cit! needs. The parties shall prepare extensions in writing indicating effective date a1 length of the extended contract. 6. PAYMENT OF FEES Payment of approved items on the invoice shall be mailed to Contractor within days of receipt of the invoice. 7. FINAL SUBMISSIONS Within fifteen days of completion and approval of the Public Works Faci' Concept Plan, Contractor shall deliver to City all final documents, which shall rev. 10/22 2 J ., w a appropriately signed. 8. CHANGES IN WORK If, in the course of the contract, changes seem merited by Contractor or City, an informal consultations with the other party indicate that a change in the conditions of th contract is warranted, Contractor or City may request a change in contract. SUC changes shall be processed by City in the following manner: A letter outlining tt required changes shall be fonrvarded to City by Contractor to inform them of tt proposed changes along with a statement of estimated changes in charges or tin schedule. A Standard Amendment to Agreement shall be prepared by City ar approved by City according to the procedures described in Carlsbad Municipal Coc Section 3.28.172. Such Amendment to Agreement shall not render ineffective invalidate unaffected portions of the agreement. 9. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that their firm has not employed or retained any company person, other than a bona fide employee working for Contractor, to solicit or secure ti agreement, and that Contractor has not paid or agreed to pay any company or persc other than a bona fide employee, any fee, commission, percentage, brokerage fee, g or any other consideration contingent upon, or resulting from, the award or making this agreement. For breach or violation of this warranty, City shall have the right annul this agreement without liability, or, in its discretion, to deduct from the agreemf price or consideration, or otherwise recover, the full amount of such fee, commissic percentage, brokerage fees, gift, or contingent fee. 10. NONDISCRIMINATION CLAUSE rev. 101221 3 e 0 Contractor shall comply with the state and federal laws regardin nondiscrimination. 11. TERMINATION OF CONTRACT In the event of Contractor's failure to prosecute, deliver, or perform the work a provided for in this contract, the City Manager may terminate this contract fc nonperformance by notifying Contractor by certified mail of the termination ( Contractor. Contractor, thereupon, has five (5) working days to deliver said documenl owned by City and all work in progress to the Public Works Director. The Publi Works Director shall make a determination of fact based upon the documenl delivered to City of the percentage of work which Contractor has performed which usable and of worth to City in having the contract completed. Based upon that findin as reported to the City Manager, the Manager shall determine the final payment of th contract. This agreement may be terminated by either party upon tendering thirty (3( days written notice to the other party. In the event of such suspension or terminatiol upon request of City, Contractor shall assemble the work product and put same in ordc for proper filing and closing and deliver said product to City. In the event of terminatiol Contractor shall be paid for work performed to the termination date; however, the tot shall not exceed the lump sum fee payable under paragraph 4. The City Manager shi make the final determination as to the portions of tasks completed and tt compensation to be made. 12. DISPUTES If a dispute should arise regarding the performance of work under tt- 4 rev. 10/22/! 0 . .. 0 agreement, the following procedure shall be used to resolve any question of fact 01 interpretation not otherwise settled by agreement between parties. Such questions, i they become identified as a part of a dispute among persons operating under thc provisions of this contract, shall be reduced to writing by the principal of Contractor o the City Public Works Director. A copy of such documented dispute shall bt forwarded to both parties involved along with recommended methods of resolutio' which would be of benefit to both parties. The City Public Works Director or princip; receiving the letter shall reply to the letter along with a recommended method ( resolution within ten (IO) days. If the resolution thus obtained is unsatisfactory to th aggrieved party, a letter outlining the dispute shall be fowarded to the City Council fc their resolution through the Office of the City Manager. The City Council may then 01 to consider the directed solution to the problem. In such cases, the action of the Ci Council shall be binding upon the parties involved, although nothing in this procedul shall prohibit the parties seeking remedies available to them at law. 13. CLAIMS AND LAWSUITS Contractor agrees that any contract claim submitted to City must be asserted part of the contract process as set forth in this agreement and not in anticipation litigation or in conjunction with litigation. Contractor acknowledges that if a false cla is submitted to City, it may be considered fraud and Contractor may be subject criminal prosecution. Contractor acknowledges that California Government Cc sections 12650 et sea., the False Claims Act, provides for civil penalties where person knowingly submits a false claim to a public entity. These provisions include fa claims made with deliberate ignorance of the false information or in reckless disreg; rev. 10/22 5 0 0 of the truth or falsity of information. If City seeks to recover penalties pursuant to thc False Claims Act, it is entitled to recover its litigation costs, including attorney's fees Contractor acknowledges that the filing of a false claim may subject Contractor to a1 administrative debarment proceeding wherein Contractor may be prevented to act as Contractor on any public work or improvement for a period of up to five year: Contractor acknowledges debarment by another jurisdiction is grounds for City 1 disqualify Contractor from the selection process. @(Initial) The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.02 bb 3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by referencc nitial) 14. STATUS OF THE CONTRACTOR Contractor shall perform the services provided for herein in Contractor's own w as an independent contractor and in pursuit of Contractor's independent calling, and r as an employee of City. Contractor shall be under control of City only as to the resull be accomplished, but shall consult with City as provided for in the request for proPo$ The persons used by Contractor to provide services under this agreement shall not considered employees of City for any purposes whatsoever. Contractor is an independent Contractor of City. The payment made Contractor pursuant to the contract shall be the full and complete compensatior which Contractor is entitled. City shall not make any federal or state tax withholding5 behalf of Contractor or hislher employees or subcontractors. City shall not be requ to pay any workers' compensation insurance or unemployment contributions on be of Contractor or hidher employees or subcontractors. Contractor agrees to inden rev. 1012 6 e a .-* City within 30 days for any tax, retirement contribution, social security, overtimc payment, unemployment payment or workers' compensation payment which City ma) be required to make on behalf of Contractor or any employee or subcontractor o Contractor for work done under this agreement or such indemnification amount may bc deducted by City from any balance owing to Contractor. Contractor shall be aware of the requirements of the Immigration Reform an Control Act of 1986 and shall comply with those requirements, including, but not limite to, verifying the eligibility for employment of all agents, employees, subcontractors an Consultants that are included in this agreement. 15. CONFORMITY TO LEGAL REQUIREMENTS Contractor shall cause all drawings and specifications to conform to i applicable requirements of law: federal, state and local. Contractor shall provide i necessary supporting documents, to be filed with any agencies whose approval necessary. City will provide copies of the approved plans to any other agencies. 16. OWNERSHIP OF DOCUMENTS All plans, studies, sketches, drawings, reports, and specifications as her4 required are the property of City, whether the work for which they are made executed or not. In the event this contract is terminated, all documents, plai specifications, drawings, reports, and studies shall be delivered forthwith to Cit Contractor shall have the right to make one (1) copy of the plans for hidher records. 17, REPRODUCTION RIGHTS Contractor agrees that all copyrights which arise from creation of the w rev. 10/2i 7 *., e 0 pursuant to this contract shall be vested in City and hereby agrees to relinquish a claims to such copyrights in favor of City. 18. HOLD HARMLESS AGREEMENT Contractor agrees to indemnify and hold harmless the City of Carlsbad and ii officers, officials, employees and volunteers from and against all claims, damage losses and expenses including attorneys fees arising out of the performance of tt work described herein caused by any willful misconduct, or negligent act, or omission the contractor, any subcontractor, anyone directly or indirectly employed by any of the or anyone for whose acts any of them may be liable. 19. ASSIGNMENT OF CONTRACT Contractor shall not assign this contract or any part thereof or any monies d thereunder without the prior written consent of City. 20. SUBCONTRACTING If Contractor shall subcontract any of the work to be performed under t contract by Contractor, Contractor shall be fully responsible to City for the acts 2 omissions of Contractor's subcontractor and of the persons either directly or indirec employed by the subcontractor, as Contractor is for the acts and omissions of persc directly employed by Contractor. Nothing contained in this contract shall create contractual relationship between any subcontractor of Contraqtor and City. Contra shall bind every subcontractor and every subcontractor of a subcontractor by the te of this contract applicable to Contractor's work unless specifically noted to the cont in the subcontract in question approved in writing by City. 21. PROHIBITED INTEREST rev. 10/2 8 e 0 -*, No official of City who is authorized in such capacity on behalf of City tc negotiate, make, accept, or approve, or take part in negotiating, making, accepting, o approving of this agreement, shall become directly or indirectly interested personally ir this contract or in any part thereof. No officer or employee of City who is authorized ir such capacity and on behalf of City to exercise any executive, supervisory, or simila functions in connection with the performance of this contract shall become directly c indirectly interested personally in this contract or any part thereof. 22. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee t City, either before, during or after the execution of this contract, shall affect or modi any of the terms or obligations herein contained nor entitle Contractor to any addition payment whatsoever under the terms of this contract. 23. SUCCESSORS OR ASSIGNS Subject to the provisions of Paragraph 18, "Hold Harmless Agreement," terms, conditions, and provisions hereof shall inure to and shall bind each of the partil hereto, and each of their respective heirs, executors, administrators, successors, a assigns, 24. EFFECTIVE DATE This agreement shall be effective on and from the day and year first writt above . 25. CONFLICT OF INTEREST City has determined, using the guidelines of the Political Reform Act and Ci conflict of interest code, that Contractor will not be required to file a conflict of inter rev. 10122 9 .. . I. e 0 statement as a requirement of this agreement. However, Contractor hereb! acknowledges that Contractor has the legal responsibility for complying with thc Political Reform Act and nothing in this agreement releases Contractor from thi! responsibility. 26. INSURANCE Contractor shall obtain and maintain for the duration of the contract and any an all amendments insurance against claims for injuries to persons or damage to properl which may arise out of or in connection with performance of the work hereunder k Contractor, his agents, representatives, employees or subcontractors. Said insuranc shall be obtained from an insurance carrier admitted and authorized to do business the State of California. The insurance carrier is required to have a current Best's Kc Rating of not less than "A-:V" and shall meet City's policy for insurance as stated Resolution No. 91 -403. A. Coveraaes and Limits. Contractor shall maintain the types of coverages and minimum limi indicated herein, unless a lower amount is approved by the City Attorney or Ci Manager: 1. Comprehensive General Liability Insurance. $1,000,000 combinc single-limit per occurrence for bodily injury, personal injury and property damage. If tl submitted policies contain aggregate limits, general aggregate limits shall apf separately to the work under this contract or the general aggregate shall be twice t' required per occurrence limit. 2. Automobile Liability (if the use of an automobile is involved rev. 10/22/ 10 -. . -. 0 0 Contractor's work for City). $1,000,000 combined single-limit per accident for bodil! injury and property damage. 3. Workers' Compensation and Employer's Liability. Workers Compensation limits as required by the Labor Code of the State of California an Employer's Liability limits of $1,000,000 per accident for bodily injury. 4. Professional Liability. Errors and omissions liability appropriate 1 the contractor's profession with limits of not less than $1,000,000 per claim. Coverag shall be maintained for a period of five years following the date of completion of th work. B. Additional Provisions. Contractor shall ensure that the policies of insurance required under tt agreement contain, or are endorsed to contain, the following provisions. 1. City shall be named as an additional insured on all polici excluding Workers' Compensation and Professional Liability. 2. Contractor shall furnish certificates of insurance to City befc commencement of work. 3. Contractor shall obtain occurrence coverage, excludi Professional Liability which shall be written as claims-made coverage. 4. This insurance shall be in force during the life of the agreement : any extension thereof and shall not be canceled without 30 days prior written notic( City sent by certified mail. 5. If Contractor fails to maintain any of the insurance covera! required herein, then City will have the option to declare Contractor in breach, or I rev. 1012: 11 -. , -. a 0 purchase replacement insurance or pay the premiums that are due on existing policier in order that the required coverages may be maintained. Contractor is responsible fo any payments made by City to obtain or maintain such insurance and City may collec the same from Contractor or deduct the amount paid from any sums due Contractc under this agreement. 27. RESPONSIBLE PARTIES The name of the persons who are authorized to give written notices or to receh written notice on behalf of City and on behalf of Contractor in connection with tt- foregoing are as follows: For City: For Contractor: Title Public Works Director Name Lloyd Hubbs Address 2075 Las Palmas Drive Carlsbad, CA 92009 Title Name Address ArchitecULicense Number: =## c! 79YS ArchitecULicense Number: 28. BUSINESS LICENSE Contractor shall obtain and maintain a City of Carlsbad Business License for I duration of the contract. 29. ENTIRE AGREEMENT This agreement, together with any other written document referred tG contemplated herein, embody the entire agreement and understanding between rev. 10/22 12 -. . .. a 0 parties relating to the subject matter hereof. Neither this agreement nor any provisic hereof may be amended, modified, waived or discharged except by an instrument writing executed by the party against which enforcement of such amendment, waiver discharge is sought, Executed by Contractor this / / day of ,d & 4 , 1998. CONTRACTQR: CITY OF CARLSBAD, a municir Inammacw- corporation of the State of California - here) oelv Givi/py (print namehitie) c s4*prdpk/z~ ATTEST: By: (sign here) h 24q 2- ALETHA L. RAUTENKRANZ 1 (print namehitle) City Clerk (Proper notarial acknowledgment of execution by Contractor must be attached.) (President or vice-president and secretary or assistant secretary must sign corporations. If only one officer signs, the corporation must attach a resolution certif by the secretary or assistant secretary under corporate seal empowering that office1 bind the corporation.) APPROVED AS TO FORM: RONALD R. BALL City Attorney BY ( Deputy Ci$%ttomey rev. 10/22 13 .. CALlFORNlA ALL-PURPO dm ACKNOWLEDGMENT a . ., ,&3. QpDWq aguy% NAME, TITLE OF ~FFICER . E.G., “JANE DOE, NOTARQPUBX personally appeared 0 personally known to me - OR*ved to me on the basis of satisfactory evidc to be the personH whose nameo is knowledged to me that he/s4&fy exec1 the same in hislkeFHlteir authori capacity(les), and that by his/kerft signature@+ on the instrument the persol or the entity upon behalf of which person0 acted, executed the instrum NAME(S) OF SIGNER(S) subscribed to the within instrument and SIGNAT~M~OF NOTARY Though the data below is not required by law. it may prove valuable to persons relying on the document and could F fraudulent reattachment of this form. CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMI TITLE OR TYPE OF DOCUMENT TITLE(S) 0 ATTORNEY-IN-FACT NUMBER OF PAGES DATE OF DOCUMENT SIGNER IS REPRESENTING: NAME OF PERSON(S) OR ENTITY(1ES) SIGNER(S) OTHER THAN NAMED ABOV 01 993 NATIONAL NOTARY ASSOCIATION 8236 Remrnet Ave.. P.O. Box 71 84 Canoga Park. .. - .A 0 0 Public Works Facility and Concept Plan Project Summary The Cify’s Request for Proposal identified the following scope of work: Proqram Phase Working with City staff and a Strategic Planning contract consultant, Contractor will conduct a thorough and complete program analysis for the project, including but not limited to: intervieu with key City and other identified personnel, data gathering, report and exhibit preparation an( analysis of relevant information to arrive at a final space needs study and facility concept plan It is difficult to estimate the number of meetings with the City’s Project Team; however, staff anticipates that no less than five meetings would be required and one publicly scheduled City Council Meeting. City staff will be highly involved with the selected consultant during the preparation of this project. Products from this concept design planning phase shall include a final plan identifying specific operations which should be located at the Carlsbad Public Works Operations Yard and Administrative Service Center, space needs for identified operations, an alternate site for the proposed facility (should analysis determine the need), exhibits, drawings and other visual components to fully explain the recommended Concept Plan. The Concept Plan will be the basis for preparation of the architectural drawings for project construction. The analysis and recommendations will include, but may not be limited to: * Analysis of the current fleet maintenance yard including the potential for reconfiguration and relocation within the existing area. s, Analysis of the existing vehicle fuel dispensing equipment to include the potential fc a covered awning structure over the fuel islands. 3 Analysis of the relocation or elimination of the existing vehicle wash racks. a A study of communication needs between the existing building on the Phase I Pub1 Safety and Service Center site and proposed buildings on the site to include opportunities to direct link telephone, computer and emergency communications. =r Analysis of the feasibility of locating the Center at the existing site or justification fo selection of an alternate site = Analysis of the City’s Public Works maintenance forces and service departments organizational structure needs combined at one location. 3 Analysis and proposed recommendations for a facility to accommodate the City’s current needs and adaptability for future needs as a maintenance service city. = Analysis of future parking needs. 3 Consideration of compatibility with existing facilities and a proposed Skateboard Park adjacent to the existing site. a Recommendation for the site layout of the Center. =- t . .. e e Site lnvestiaation Phase Conduct a thorough and complete site investigation including in-field survey and/or aerial identification and preliminary utilities plan. Products from this phase shall include furnishing thc City with one reproducible and four paper copies of the completed base map, geotechnical report and preliminary utilities plan. The 26 acre site is owned in fee by the City of Carlsbad. It is conceivable that in the development of the Facility Planning and Concept design, additional land or another site would be in the best interest to meet the City’s space needs, that recommendation shall be identified in the scope of the project. topographic mapping, geotechnical investigation including subsurface rock formation The Contractor proposed the following approach to accomplish the scope of work identified by the City: The following is a generalized understanding of how the requirements of the project will be me by the design team. The detailed approach to accomplishing the work of project is outlined in specific detail in chapters V and VI of Contractor’s proposal. Task One Develop A Needs Assessment b In developing the concept to satisfy the needs of the above uses the City and the design team will arrive at an approved needs assessment document specifically outlining the users space needs and how those needs should be organized. Step One in developing the need assessment for the above facilities will be to set up a methodology for gathering from the specific users their needs. Step Two will be to catalog those needs and to develop the equation for determining th specific space required to house each of those specific users and their needs. Step Three will be to gain consensus from the specific users so that final needs assessment/evaluation can be approved by those project users. Step Fourwould be in the investigation of the site with respect to in-field survey, topographic mapping, geotechnical investigation and determination and preparation of preliminary utility plan. Step Five would be a study of the communication needs necessary between the existir and proposed buildings on the site to include all communications and data links deem required as a part to the needs assessment evaluation process. Task Two Develop Building Envelopes Responsive to the Approved Needs Assessment In developing the concept to satisfy the above proposed site uses, the design team will take tl approved numeric space needs evaluations and to translate those numbers into actual physic diagrams reflecting requirements for departmental size, adjacencies, etc., and to use those diagrams to develop building configurations. a- * .1 .) 9 * Step One in the development of those possible building outline diagrams will be to accomplish code evaluation specific to the building types and uses, thereby defining th allowable envelope configurations for the specific building uses, as dictated by the building code and planning constraints. Step Two will be to develop building envelope variations allowable within the code and then catalog of those envelopes as building blocks that can be used in determining the site development of property. Task Three Develop the Concept Site Design In developing the concept site design, the design team will take the above building envelope options and use them as elements for the design of the use of the actual site. Step One for the development of the design of the actual site will be to develop, in the computer, on AutoCAD the optional building footprint configurations available as “Wblocks”. Step Two will be to take those “Wblocks”, and develop as many optional site layouts a possible in order to arrive at best site solution possible on the remaining original 26 ac municipal services complex site. This step must be a thorough evaluation of the optio in order to assure that, should the desired uses not fit on the site, that every option ha been exhaustively evaluated before additional property is considered. Task Four will be to prepare the final exhibits for presentation to the City Planning Commissio -and City Council for approval. Sfep One in the development of the final exhibits will be to prepare those exhibits on AutoCAD, in color, and to mount those boards behind Plexiglas to protect the final exhibits. In-as-much as these are final exhibits developed using thousands of City dollars, it is our belief that these should be framed as the really valuable items that the are. Step Two would be to translate these drawings and the needs assessment document: into a concise and interesting PowerPoint presentation that can reside on ZIP disks to allow as wide a dissemination of the information as desired. Sfep Three would be to provide the City with AutoCAD exhibits on a .dxf format for us by the architect selected to provide services for subsequent phases of work. Note: While the Contractor‘s approach does not specifically list the items i ml;;;;e ci the final work product shall address all of the information requested by City. v in the request for proposal. Q“