HomeMy WebLinkAbout1999-10-19; City Council; 15442; Agreement For Design Of Public Works Center_- -* . CJ %!!3 I . Cl7 Y OF CARLSBAD -AGENDA BILL
AB# 15,442 TITLE- L APPROVAL OF CONSULTANT AGREEMENT
WITH GILLIS AND ASSOCIATES FOR MTG. 1 O/l 9/99 PRELIMINARY AND FINAL DESIGN OF THE
PUBLIC WORKS CENTER
I RECOMMENDED ACTION:
Adopt Resolution No. 99-463 authorizing the Mayor to execute the agreement with Gillis & Associates to complete preliminary and final design of the Public Works Center.
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ITEM EXPLANATION:
In mid 1998, the City Council approved an agreement with Gillis & Associates Architects to complete a space needs study and site plan for the proposed Public Works Center located at the site of Phase II of the Safety Center. This work updated the previous planning to meet current standards and the new City and organizational changes which occurred with the formation of the Public Works MSA. Gillis has completed the site planning and is currently processing the environmental review and Conditional Use Permit through the Planning Commission for final approval. This process is expected to be complete within ninety (90) days.
In order to meet the 1999-2000 goal of completing the design of this facility, staff is recommending that the Council execute a six-phase agreement to continue the design development process leading up to and including the final design. Phases 1 and 2 of the contract involves: Confirmation of space needs, interior space planning, shop designs, warehouse operations studies, final equipment storage requirements, refine cost estimates, and do work flow analysis. Phases 3 through 6 would complete all construction drawings leading to final bid documents and services through award of the contract and assistance in administration of the construction contract. It is anticipated that the actual construction management would be done under separate contract with a firm specializing in construction management services. This contract will be presented at a future date.
The proposed facility as currently defined includes a 60,OOOsquare foot office and shop complex designed to house all Public Works functions except those related to development services at buildout of the City. The facility will include Traffic, Water, and the Sewer Operations Center. The facility also includes a 36,500 square foot City warehouse building. Attached is a reduced copy of the current site plan.
Phase 3 of the project design will not begin until the project is approved by the Planning Commission.
I ENVIRONMENTAL REVIEW:
Phases 1 and 2 of the contracted work is a planning activity exempt under CEQA. A Negative Declaration is in preparation for the project and will be complete and approved by the Planning Director prior to initiation of final construction drawings.
I FISCAL IMPACT:
The proposed contract is $125,656 for Phases 1 and 2 and $696,541 for Phases 3 through 6. The total contract amount is $822,197. The current CIP includes $9,087,280 for this project.
EXHIBITS:
1.
2.
3.
Site Plan.
Resolution No. 99-463 authorizing the Mayor to execute the agreement with Gillis & Associates to complete preliminary and final design of the Public Works Center.
Consultant Agreement.
- Exhibit 1
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s ?I * 4 ! i ” . A,
Site Map
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RESOLUTION NO. gg-463
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING EXECUTION OF A CONSULTANT SERVICES AGREEMENT WITH GILLIS &’ 1
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WHEREAS, the City is desirous of building a Public Works Administration and Operations
Facility; and
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WHEREAS, the City is in need of consultant services to develop a Public Works Facility
and Concept and Design Plans, Construction Services; and
WHEREAS, the City Council has determined it is in the City’s best interest to proceed with
a facility as proposed by Gillis & Associates.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. The Professional Services Agreement between the City of Carlsbad and Gillis &
Associates, attached hereto, is hereby approved.
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16 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
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held on the 19thday of October
AYES: Lewis, Hall,
9 1999 by the following vote, to wit:
Nygaard, Kulchin
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23 II ATTEST:
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AETflA L. RAUTENKRANZ, City Clerk
LORRAINE M. WOOD, Deputy City Clerk
(SEAL)
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AGREEMENT FOR
ARCHITECTURAL AND ENGINEERING SERVICES
FOR THE PUBLIC WORKS CENTER
THIS AGREEMENT is made and entered into as of the zht day
of October 8 192, by and between the CITY OF CARLSBAD, a
municipal corporation, hereinafter referred to as “City”, and GILLIS & ASSOCIATES
ARCHITECTS, hereinafter referred to as “Contractor.”
RECITALS
City requires the services of an Architectural and Engineering Services
Contractor to provide the necessary services for preparation of construction plans and
specifications and project coordination of the Public Works Center; and Contractor
possesses the necessary skills and qualifications to provide the services required by
the City;
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. CONTRACTOR’S OBLIGATIONS
Contractor shall provide the services to complete construction plans and
specifications and project coordination for the Public Works Center as more fully
described in the attached Exhibits A, B, C and D.
2. CITY OBLIGATIONS
The City shall provide appropriate direction and serve as liaison to Contractor.
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3. PROGRESS AND COMPLETION
The work under this contract will begin within ten (10) days after receipt of
notification to proceed by the City and be completed within three (3) years of that date.
Phases 1 and 2 shall be complete within four (4) months of the notification to proceed.
Phases 3 and 4 shall be complete within six (6) months of approval by the Planning
Commission of the Conditional Use Permit. Extensions of time may be granted if
requested by the Contractor and agreed to in writing by the Public Works Director. The
Public Works Director will give allowance for documented and substantiated
unforeseeable and unavoidable delays not caused by a lack of foresight on the part of
the Contractor, or delays caused by City inaction or other agencies’ lack of timely
action.
4. FEES TO BE PAID TO CONTRACTOR
The total fee payable for the services to be performed shall be $822,197. No
other compensation for services will be allowed except those items covered by
supplemental agreements per Paragraph 8, “Changes in Work.” The City reserves the
right to withhold a ten percent (10%) retention until the project has been accepted by
the City.
Incremental payments, if applicable, may be invoiced monthly consistent with the
Scope of Services and Exhibit “D” Fee Structure. The closure date of each monthly
billing shall be the last day of the month.
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5. DURATION OF CONTRACT
This agreement shall extend for a period of three (3) years from date thereof.
The contract may be extended by the City Manager for two (2) additional one (1) year
periods or parts thereof, based upon a review of satisfactory performance and the City’s
needs. The parties shall prepare extensions in writing indicating effective date and
length of the extended contract.
6. PAYMENT OF FEES
Payment of approved items on the invoice shall be mailed to the Contractor
within 30 days of receipt of the invoice.
7. FINAL SUBMISSIONS
Within fifteen days of completion and approval of the construction plans and
specifications, Contractor shall deliver to the City all final documents, which shall be
appropriately signed.
a. CHANGES IN WORK
If, in the course of the contract, changes seem merited by the Contractor or the
City, and informal consultations with the other party indicate that a change in the
conditions of the contract is warranted, the Contractor 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 by Contractor to
inform them of the proposed changes along with a statement of estimated changes in
charges or time schedule. A Standard Amendment to Agreement shall be prepared by
the City and approved by the City according to the procedures described in Carlsbad
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Municipal Code Section 3.28.172. Such Amendment to Agreement shall not render
ineffective or invalidate unaffected portions of the agreement.
9. COVENANTS AGAINST CONTINGENT FEES
The Contractor warrants that their firm has not employed or retained any
company or person, other than a bona fide employee working for the Contractor, to
solicit or secure this agreement, and that Contractor 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 of 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 fees, gift, or contingent fee.
10. NONDISCRIMINATION CLAUSE
The Contractor shall comply with the state and federal laws regarding
nondiscrimination.
11. TERMINATION OF CONTRACT
In the event of the Contractor’s failure to prosecute, deliver, or perform the work
as provided for in this contract, the City Manager may terminate this contract for
nonperformance by notifying the Contractor by certified mail of the termination of the
Contractor. The Contractor, thereupon, has five (5) working days to deliver said
documents owned by the City and all work in progress to the Public Works Director,
The Public Works Director shall make a determination of fact based upon the
documents delivered to City of the percentage of work which the Contractor has
rev. 2/26/99 -4-
performed which is usable and of worth to the City in having the contract completed.
Based upon that finding as reported to the City Manager, the Manager shall determine
the final payment of the contract.
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 Contractor shall assemble the work product and put same
in order for proper filing and closing and deliver said product to City. In the event of
termination, the Contractor shall be paid for work performed to the termination date;
however, the total shall not exceed the lump sum fee payable under paragraph 4. The
City Manager shall make the final determination as to the portions of tasks completed
and the compensation to be made.
12. CLAIMS AND LAWSUITS
The Contractor agrees that any contract claim submitted to the City must be
asserted as part of the contract process as set forth in this agreement and not in
anticipation of litigation or in conjunction with litigation. The Contractor acknowledges
that if a false claim is submitted to the City, it may be considered fraud and the
Contractor may be subject to criminal prosecution. The Contractor acknowledges that
California Government Code sections 12650 et sea., the False Claims Act, provides for
civil penalties where a person knowingly submits a false claim to a public entity. These
provisions include false claims made with deliberate ignorance of the false information
or in reckless disregard of the truth or falsity of information. If the City of Carlsbad seeks
to recover penalties pursuant to the False Claims Act, it is entitled to recover its
litigation costs, including attorney’s fees. The Contractor acknowledges that the filing of
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a false claim may subject the Contractor to an administrative debarment proceeding
wherein the Contractor may be prevented to act as a Contractor on any public work or
improvement for a period of up to five years. The Contractor acknowledges debarment
by another jurisdiction is grounds for the City of Carlsbad to disqualify the Contractor
from the selection process. & nitial)
The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026,
2.027 and 3.32.028 pertaining to false claims are incorporated herein by reference.
13. JURISDICTION
The Contractor agrees and hereby stipulates that the proper venue and
jurisdiction for resolution of any disputes between the parties arising out of this
agreement is San Diego County, California.
14. STATUS OF THE CONTRACTOR
The Contractor shall perform the services provided for herein in Contractor’s own
way as an independent Contractor and in pursuit of Contractor’s independent calling,
and not as an employee of the City. Contractor shall be under control of the City only
as to the result to be accomplished, but shall consult with the City as provided for in the
request for proposal. The persons used by the Contractor to provide services under this
agreement shall not be considered employees of the City for any purposes whatsoever.
The Contractor is an independent Contractor of the City. The payment made to
the Contractor pursuant to the contract shall be the full and complete compensation to
which the Contractor is entitled. The City shall not make any federal or state tax
withholdings on behalf of the Contractor or its employees or subcontractors. The City
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shall not be required to pay any workers’ compensation insurance or unemployment
contributions on behalf of the Contractor or its employees or subcontractors. The
Contractor agrees to indemnify the City within 30 days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers’
compensation payment which the City may be required to make on behalf of the
Contractor or any employee or subcontractor of the Contractor for work done under this
agreement or such indemnification amount may be deducted by the City from any
balance owing to the Contractor.
The Contractor shall be aware of the requirements of the Immigration Refom,
and Control Act of 1986 and shall comply with those requirements, including, but not
limited to, verifying the eligibility for employment of all agents, employees,
subcontractors and Consultants that are included in this agreement.
15. CONFORMITY TO LEGAL REQUIREMENTS
The Contractor shall cause all drawings and specifications to conform to all
applicable requirements of law: federal, state and local. Contractor shall provide all
necessary supporting documents, to be filed with any agencies whose approval is
necessary.
The 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 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,
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specifications, drawings, reports, and studies shall be delivered forthwith to the City.
Contractor shall have the right to make one (1) copy of the plans for its records.
17. REPRODUCTION RIGHTS
The Contractor agrees that all copyrights which arise from creation of the work
pursuant to this contract shall be vested in City and hereby agrees to relinquish all
claims to such copyrights in favor of City.
ia. HOLD HARMLESS AGREEMENT
Contractor agrees to indemnify and hold harmless the City of Carlsbad and its
officers, officials, employees and volunteers from and against all claims, damages,
losses and expenses including attorneys fees arising out of the performance of the
work described herein caused by any willful misconduct, or negligent act, or omission of
the contractor, any subcontractor, anyone directly or indirectly employed by any of them
or anyone for whose acts any of them may be liable.
19. ASSIGNMENT OF CONTRACT
The Contractor shall not assign this contract or any part thereof or any monies
due thereunder without the prior written consent of the City. .
20. SUBCONTRACTING
If the Contractor shall subcontract any of the work to be performed under this
contract by the Contractor, Contractor shall be fully responsible to the City for the acts
and omissions of Contractor’s subcontractor and of the persons either directly or
indirectly employed by the subcontractor, as Contractor is for the acts and omissions of
persons directly employed by Contractor. Nothing contained in this contract shall
create any contractual relationship between any subcontractor of Contractor and the
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City. The Contractor shall bind every subcontractor and every subcontractor of a
subcontractor by the terms of this contract applicable to Contractor’s work unless
specifically noted to the contrary in the subcontract in question approved in writing by
the City.
21. 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 this agreement, shall become directly or indirectly interested personally in
this contract or in any part thereof. No officer or employee of the City who is authorized
in such capacity and on behalf of the City to exercise any executive, supervisory, or
similar functions in connection with the performance of this contract shall become
directly or 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 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 entitle the Contractor to any
additional payment whatsoever under the terms of this contract.
23. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 17, “Hold Harmless Agreement,” all
terms, conditions, and provisions hereof shall inure to and shall bind each of the parties
hereto, and each of their respective heirs, executors, administrators, successors, and
assigns.
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24. EFFECTIVE DATE
This agreement shall be effective on and from the day and year first written
above.
25. CONFLICT OF INTEREST
The City has determined, using the guidelines of the Political Reform Act and the
City’s conflict of interest code, that the Contractor will not be required to file a conflict of
interest statement as a requirement of this agreement. However, Contractor hereby
acknowledges that Contractor has the legal responsibility for complying with the
Political Reform Act and nothing in this agreement releases Contractor from this
responsibility.
26. INSURANCE
The Contractor shall obtain and maintain for the duration of the contract and any
and all amendments insurance against claims for injuries to persons or damage to
property which may arise out of or in connection with performance of the work
hereunder by the Contractor, his agents, representatives, employees or subcontractors.
Said insurance shall be obtained from an insurance carrier admitted and authorized to
do business in the State of California. The insurance carrier is required to have a
current Best’s Key Rating of not less than “A-Y and shall meet the City’s policy for
insurance as stated in Resolution No. 91-403.
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A. Coveraaes and Limits.
Contractor shall maintain the types of coverages and minimum limits
indicated herein, unless a lower amount is approved by the City Attorney or City
Manager:
1. Comprehensive General Liability Insurance. $1 ,OOO,OOO combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits shall apply
separately to the work under this contract or the general aggregate shall be twice the
required per occurrence limit.
2. Automobile Liability (if the use of an automobile is involved for
Contractor’s work for the City). $1 ,OOO,OOO combined single-limit per accident for bodily
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 and
Employer’s Liability limits of $1 ,OOO,OOO per accident for bodily injury.
4. Professional Liability. Errors and omissions liability appropriate to
the contractor’s profession with limits of not less than $l,OOO,OOO per claim. Coverage
shall be maintained for a period of five years following the date of completion of the
work.
B. Additional Provisions.
Contractor shall ensure that the policies of insurance required under this
agreement contain, or are endorsed to contain, the following provisions.
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1. The City shall be named as an additional insured on all policies
excluding Workers’ Compensation and Professional Liability.
2. The Contractor shall furnish certificates of insurance to the City
before commencement of work.
3. The Contractor shall obtain occurrence coverage, excluding
Professional Liability which shall be written as claims-made coverage.
4. This insurance shall be in force during the life of the agreement and
any extension thereof and shall not be canceled without 30 days prior written notice to
the City sent by certified mail.
5. If the Contractor fails to maintain any of the insurance coverages
required herein, then the City will have the option to declare the Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order that the required coverages may be maintained. The Contractor is
responsible for any payments made by the City to obtain or maintain such insurance
and the City may collect the same from the Contractor or deduct the amount paid from
any sums due the Contractor under this agreement.
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27. RESPONSIBLE PARTIES
The name of the persons who are authorized to give written notices or to receive
written notice on behalf of the City and on behalf of the Contractor in connection with
the foregoing are as follows:
For Contractor:
Title Public Works Director
Name
Address
Lloyd 8. Hubbs
2075 Las Palmas Drive
Carlsbad, CA 92009
Title
Name
Address
Sole Proprietor
Don Gillis
2900 Bristol Street, Suite G-205
Costa Mesa, CA 92626
Architect/License Number: C7955
28. BUSINESS LICENSE
Contractor shall obtain and maintain a City of Carlsbad Business License for the
duration of the contract.
29. ENTIRE AGREEMENT
This agreement, together with any other written document referred to or
contemplated herein, embody the entire agreement and understanding between the
parties relating to the subject matter hereof. Neither this agreement nor any provision
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hereof may be amended, modified, waived or discharged except by an instrument in
writing executed by the party against which enforcement of such amendment, waiver or
discharge is sought.
Executed by Contractor this 11th day of October ,I999 .
Donald Gillis AIA - Owner (print name/title) ATTEST:
By: N/A
(sign here)
N/A (print name/title)
KET+lA L. FlAlJTENKRAiZ
City Clerk
LORRAINE M. WOOD, Deputy City Clerk (Proper notarial acknowledgment of execution by must be attached.
Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant
treasurer must sign for corporations. Otherwise, the corporation must attach a resolution
certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
rev. 2126199 -14 -
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TARE OF CONTENTS OF EmBITS
CARLSBAD PUBLIC WORKS CENTER
PAGE
EXHIBIT A - UNDERSTANDING OF THE PROJECT 2
EXHIBIT B - PROJECT APPROACH 4
EXHIBIT C d DETAILED SCOPE OF WORK
EXHIBIT D - FEE STRUCTURE
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Gillis & Associates Architects - Page 1
EXHIBIT A UNDERSTANDING OF THE PROJECT
CARLSBAD PUBLIC WORKS CENTER
In our experience, similar sized Administrative & Operations Facilities are more effectively detail
planned with the use of specifically experienced, qualified designers. To that end, our primary
design team is comprised of an Architect, an Administration Planner and an Operations Planner
who have worked and are working together successfully as a design team for similarly sized service
center projects. As the Architect, Don Gillis will be contracted to the City with the two specialists
exercising their planning experience in their respective areas as consultants to the Architect.
The Construction Documents will be produced by the same team of consultants that designed or
designing the following projects:
Ranch0 California Water District Administrative, Operations and Maintenance Facility
Vallecitos Water District Administrative, Operations and Maintenance Facility
Vista Irrigation District Administrative, Operations and Maintenance Facility
Public Works Facility City of Corona California
The Team is as Follows:
Architect
Administrations Planner
Operations Planner
Structural Engineer
HVAC/Plumbing Engineer
Electrical Engineer
Landscape Architect
Civil Engineer
Geotechnical Consultant
HAZMAT/Fireprotection Consultant
Cost Estimator
Gillis &a Associates Architects
IR* - Interior Resource Incorporated
Maintenance Facilities Consultants Inc
Johnson Nielsen Associates
DOM Gilmore Associates
GLP-Karjala
Kobzeff & Associates
Kreiger & Stewart Inc
Leighton and Associates Inc
Consolidated Fireprotection Inc.
C3 - Construction Consultants Collaborative
Project Overview:
It is the City’s intent to carry the concept for the Public Works Center through the following tasks:
Final Needs Assessment (based upon concept designed by Gillis & Associates Architects)
Schematic Phase
Design Development Phase
Bidding
Construction
The following is a generalized understanding of how the design team will meet the requirements of
the project. Our derailed approach to accomplishing the Phases of the project is outlined in
specific detail in EXHIBIT B and EXHIBIT C h erewith this document. EXHIBIT D outlines, by
phase, the fee structure for the project.
Gillis 43 Associates Architects - Page 2
PHASE 1 NEEDS ASSESSMENT: Focus and finalize A Detailed Needs Assessment using the
exhibits previously developed by Gillis & Associates Architects as a starting basis.
PHASE 2 SCHEMATIC DESIGN: Develop Schematic Design Exhibits based upon the above-
approved Needs Assessment.
. The -Dhases below. 3 .fziuwgh 6 wiJI nor lwutif such tf . . *me as the Condzt& Use
Permit (CL/p 262~4) has been ap_oroved and the . c > *
ee f wnez’ ‘& ; “d A
. ervices Matrix indicates the deslrm team components that will be
smen t and Schemagbzphases of the work.
PHASE 3 DESIGN DEVELOPMENT: Develop Design Development Exhibits based upon the
above-approved Schematic Design Exhibits.
PHASE 4 CONSTRUCTION DOCUMENTS: Develop Construction Document Exhibits based
upon the above-approved Design Development Exhibits.
PHASE 5 BIDDING: Assist the City during the Bidding Process.
PHASE 6 CONSTRUCTION ADMINISTRATION: Assist the City during Construction.
Gillis & Associates Architects - Page 3
EXHIBIT B - PROJECT APPROACH
CARLSBAD PUBLIC WORKS CENTER
The services provided for the City of Carl&ad Public Works Center, will be managed directly by the Architect, Don Gillia of
Gillis 6r Associates Architects. The progmmming ftx the Administration functions of the City of Carl&ad and the
Operations function will be accomplished by Joe O’Holleran, Vice President and Interior Designer for IR’ -Interior Resource
Incorpomted, and Ron Hilton of Maintenance Facility Consultants Inc. respectively. Ron and Joe will be responsible to
Don Gillis for their work, but will have the authority to work directly with designated Administrative and Operations
-1.
All of the architectural work, exhibit assembly and production will be done in the o&e of Gillis & Associates Architects.
Based on recent experience in projects of similar scope and size (Ranch0 California Water District Headquarters Complex
and Vallecitos Water District Headquaners Complex 6r Vista Irrigation Complex), the approach to the project will be as
follows:
1 NEEDS ASSFSSMENT
1. Based on the concept designed by Gillis & Asscciites Architects, REFINE THE PROJECT
CONCEPT/UNDERSTANDING by gathering all info ma ti on necessary to prepare and establish the guidelines within
which the overall project will be managed.
Key to this will be a plenary pre-project meettng of all of the pject team in&&g the City of G.&bad Ad Hoc Building Committee ressdting in written gui&hnes and s&&de w&n which the project will be accomplished
2. DEVELOP A Focused Needs Assessment by collecting and cataloging gathered information into an informational
document fi-om which the design decisions can be made; schedule a series of meetings with all department heads to
outline an acceptable plan for gathering detailed information from staIf that will comprise the Needs Assessment
Document.
Schedule a series of departmental (staff) meetings to gather detailed workplace needs.
7he result of this qmd component of the work will be a detailed Needs Assessment Booklet that, by Dqnm’ment,
will catalog the needs of s&&f and the standudtzed &/es within which those needs will be met.
7hese dxuments will, after endorsement of the City of Cat&b& Ad Hoc Building Committee be used to develq the schematic LIocuments.
3. PREPARE THE SCHEMATIC DESIGN for the Project within the context of the City of Carl&ad Needs Assessment
Document, the City Planning Department and all governing agencies.
Using the infmation &veloped previously in the above components of the project, work ckasety with the Ad Hoc
Building Committee to an-& at optimum qxzcepkmning. Dun-e is sonretimes a temptation to use the Committee as a sounding board rather than a participant in the work this usually results in a project only part& s1Icceq.M. Only with a real involvement of the Committee will the project achim optimum success.
lhe resulting exhibiti@ this phase of the work will be as follows: (Note that a& &wings and written exhibits will be computer developed; all production work is done in AutoCod Release 14, andall w&ten exhibits are clone in Word 97.)
o Builrling plan(s) showing the space pkvtning for the buikiing inciucbng SystemsjLmiture layouts.
o l!&zrim Ebsvations showing the massing and materials of the elevations of the buiiding(s).
Gillis b3 Associates Architects - Page 4
o A Schentatk Gnu&kg Plan showing site &Wage and utility locations.
o A Schematic Lundvcape and Irn-g&m Han showing generic material locations.
o An E&natedConstnict&m ScheUk
o An Outline Speci@ztion aWneating generic architectural materials cmd a separate section $r firnishi~ and furniture @outs
o @MM&H Equ@nenMfa&&db d&neabg shop and sbrw equ@nent neceszny fo pro&e eJkient operatim e
o A statistical Summmy of the &sign areu and other characteristics in comparison with the program.
l A prelmintuy Cons&u&n G3s-t EMmate; inch& within this budgei not oniy the estimated construction cost
but all of the known associated estimated costs that, based upon eprience, will occur; these costs shot& inch& an *cated wmpikztion of fees that may be for City &&ment requirements that wili be determined by various agencies within the Ci& These co&~ cun be substcmtial andshot& be in&&d in the project budget; at&&tionally, allow, at this point, for a 1599 contingency within the budget fm project growth and items not wt
uncoveredat thisphuse of the project.
ases be10 . . . . W . 3 through 6. wd? not begin until such trme as th e Con&&m& Use . Permlt (CUP 262A1 c has been aszpro . ve&d the CUP In dace. The Architecturd- . tes the de&n team components that wrll be
active durfn? the Needs Ass- Scheshases of the work
3 DESIGN DEVELOPMENT DOCUMENTS
4. PREPARE THE DETAILED DESIGN DEVELOPMENT DRAWINGS adjusting as necessary to accommodate the
approved City of Carl&ad budget.
The &tailed &sign &&pment~~~~kzzge is inter&d to elimtnate any nece.&g@ mjor design chges during the preparation of the contract dxuments (working Drawing& the accuracy of the Working Drawings and specifications is based upon qprowd a%zsign &cisionv f&g on &vek@ng the most complete a& accurate a set of working c&wings. It is &ring this* of the work that the Construction Managment firm will begin to ‘Wue engineer” the project by constructability, availability and economy of Systems.
The resulting exhibitsf?wm thisphu~ of the work will be av~Wlows:
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Sit%! I&n showing @a#cJow andfnal buildou with ~c~cphases of development, ifqplicable. Building(s) Fibor plan(s) &loped to show generic&miture locations.
Rejkcted ceili’ng Han.9 showing lighting. qe& andsecurity wmp.mfMs Builiiing IWerior Elevathms showing spec@c nmteri& and &signation~ Buiiding Roof plans showing slopes amimateri&
InteGrEWonsshowingallcasework
Interior a.ndIMe&r Signage Sections ofthe Bui&iings Ming whunetric wncepts of spaces within the buildings
Structiual Hans showing majbr wmponents of the structural system. HKAC PIan showing majtir compone~& of the WAC &sign
plumbing Plun showing major components of the plumbing design. E&ctrical Plan showing major compmencS of the elec@icai &sign.
Equipment Layout I%zns showing locatibns of aIlfiedshop andstorage equipeti
Utility Requimnent ITans showing locations of all non-equi$ment n&ted utilities.
Lundvcape Drawings showing the major components of he kmakqe &sign
An Up&ted Gms&uctbn Scheakle~jection A Listing of Akemate Bid Items fm wst control of the project.
EnvitvnrnenM Specialist’s Rqoti wncemitig ~ci+c requirements for storage, tranprt and abpensation of hazard materiak
Outline Spea=jbtions listing all anticipafed materials with manuf~turer’s proabet cuts.
A Statistical Sumnzary of the design area and other characteristics in CompMison with the program.
l?te Fire Botection Technical Opinion and Report
Gillis &f Associates Architects - Page 5
o A Design Develop- Cosi Estimate qx&ing the preliminary wst estimate showing suggested altetnate bids fir bulget control depending upon the bialiing climate; the contingency can be &qped to lO%i at this point.
SE 4 CONSTRUCTION DOCUMENTS .
5. PREPARE THE DETAILED DESIGN DEVELOPMENT DRAWINGS adjusting as necessary to acmmmodate t&
approved City of Carl&ad budget.
7’hese exhibits are the &tiled basis fw the cotltract.
Ihe resulting exhibits fw this phase of the work will be as fdows:
0 Conslru&n Manu~ co&Ming: Biting Requirements ContractFonru contimt condititms Teacal Specificatio Fwnirure Bid Documents BiaUrqgRequirements Fur_nihae Stan&r&
Funtiture Spec~cati~
Note that the Construction l&mud may be broken into two (2) or three (3) wlumes &pena?ng on the size of the project
i’lte fobwing &Iineates a generalised list ofco&ructi?m &awings. More than one &awing will M&y be inch&d
in each &awing categoty. 7&e list outlines how the actual dimvings will be codzped and will be amen&d as
necesxuy to con@m to the requirements of his project.
Architecturai Drawiqs A0.1.2 h&.x, @mbolv, Abbreviations, i%tes, Location h4q Al. 1.2 Demolition, Site PIan, Tempotvry Work AT.12 Pkms, Room Material Mrea?ule, Door Schedule, Key Drawings
A3.1.2 Sections, Exterior Elevations
A4. I.2 Detiled Floor Plans (in&&g systtemsfsanihrre)
AU.2 Interior EIewations
A6.1.2 Reflected Ceiling Pkms A7. I.2 Vertical Circulation, Stair* Elew&rs, Mators A8.1.2 Exterior Details
A9.1.2 Interior Details
Civic Engineering Drawings CO.l.2 Existihg Tomqohy Drawings
CI.i.2 Gr&gPkms
c2.1.2 Utility PIans C3.1.2 Detaih
Sbucturai Drawings so.1.2 General Notes SI. I.2 Site Work
s2.1.2 Framing Plans
S3.i.2 Elevatioru
S4.1.2 SCht?a#lleS s5.1.2 Concrete
S6.1.2 M-v
Gillis 43 Associates Architects - Page 6
SW.2 Sblrchual Steel
S8.f.2 limber
SixI. &cid Design
Mechanical Drawings MO.1.2 General Notes MIA.2 Sit&Roof Plans
MZl.2 Fioor Plan9
h4-3.1.2 Riser Diagrams
M4.1.2 Piping Flaw Diqgram
MS. I.2 Contrd Diagrams
M6.1.2 Details
Phanbing Drawings PO.1.2 General Notes
P1.1.2 Site Plan
P2.1.2 FloorPlmzs
P3. I.2 Riser Diagrams
P4.1.2 PipingFlow Diagram
P5.1.2 Deiails
Eh?ctrical&awi?tgs E0.1.2 General Notes El.1.2 Site Pkm h2.1.2 Floor Pkms, Lighting E3.1.2 FloorPk3n.Y. Power
E4.1.2 Elecbkal Rooms
E5.1.2 RiserDiagrm
E6.1.2 Fixture/Panei&heaWes
E7.1.2 Details
gyfyP~~~e~-@
LI.112 rmgatio?lDrawings
L2. I.2 z Materials Drawings
2s’pT”““Bmiw EQ6:I
Pk7.n.Y
Detilih
Furniture Drawings
F0.1.2 General Notes
FI.1.2 Fiuniture Plans
F2.1.2 @stems Furniture Pkm fifcq@icabie)
F3.1.2 S’cialty Furniture Pkm F4. I.2 De&Ad Furniture Plans
o An U&k&xi Estimate ofthe cons&rtction S&e&de.
o A Critical Data fw Gmtrudion material or&s to highlight long&ad time items.
o A Value Engineering Rep& dxumenting the City’s Construction Manager? suggestions for the project and akumenting their impkmentations into the project.
l Gmsbwtion cost Estimate; this cost estimate will up&e the &sign development wst estimate and contain a number of alternate bi& to control the vclgaries of the bi&ng climate; the contingency can be hopped to 5% at
this point. Note that this must be com&ered a construction conttqgency and not a bidiing contingency.
Gillis 6 Associates Architects - Page 7
6. SUBMIT CONSTRUCTION DOCUMENTS to goveming agencies.
i’k Architect net& to assist in gathering ah qprow& for the construction abcumen& &per&g upon the agencies
imolved this can be an extremeb wmplex process that must be ha&led by an eqerienced Architect. flit a
member of his stq$) Otis is generally better fachtated tf a personal relationship is established with the governing
agencies during the schematiic &sign phase as noted in Article 2 of this section
E 5 BIDDING
7. ASSIST IN SOLICITING BIDS for the Project.
Construction Bid - lk Architect will char+ apre-bid conference to collect anv items needing ckrtfication durtng the bidperiod and then be reqnmsibleefbr the a%&ibution of any necessary a&h&.
Furniture Bid - The Inter& Designer will chair a pre-bid conference to collect any items needing ckri$catton
during the bidpetiodand tkn be respor.&bIe fop the &tribution ofany necessary a&en&z
8. ADVISE AS TO THE AWARD OF BID.
i%e Architect must assist with a review of the conthzctorshhwntractors track recotds prim to signing of the
contract. In the prevailing economic climate, it is an enwmety god idea to prequah> contractors prior to accepting
bia3. lhe success of the Rancho California Water L3istrict project. We have also had excellent results wit% this for
the Chino Un@ed &hool Disrrict.
PHASE 6 CONsTRucnON ADMINISTRATION
9. PROVIDE CONSTRUCTION ADMINISTRATION ASSISTANCE
Ibe CiQ’s Construction Manager will provide accurate, ttmely documentation at construction an itemised
responsibility column and a written evahuuion of the progress of the Project relative to tk sck&le is absoluteiy
necessary to keep the Project moving. Accurate Shop Drawing managemen@osecution and thorough evaluation of
substitution requests by an experiemxd Architect is necesxuy to ensure that the filaal product is “wzIue instailedfor wlue paid ”
The Architect responsible for the design of he Pmject must uccoqdish consbwtion A&ninisbation; only he knows the intent and the reason fi decisions made months and months previous. Site visits by the Architect are scheduled
bi-weekb (every two weeks) in the prqtu& because on-site co&r&ion management will eliminate the needfor
weekly visits by the Architect.
10. ASSIST WITH PROJECT CLOSE-OUT.
The Project is not over until it’s aver... Vah&ion of Record Drawings, air bahmce reports, collection of all
warranties, overseeing of all installed equrpment traim’ng sessions and the organiizaiin of all equipment manuals are
as much apart of the pnxess as all of the above steps
We fir& dkpe our bui%&p. . .
tiefeahfec they ellaye ~8.. . wiiston Churchill
Gillis 03 Associates Architects - Page 8
-.
EXHIBIT C + DETAILED SCOPE OF WORK
CARLSBAD PUBLIC WORKS CENTER
PHASE 1 NEEDS ASSESSMENT
1.1 Prepare Needs Assessment(s) Program Report
PHASE 2 SCHEMATIC DESIGN
2.1 Hold AHB Committee Progress Meetings During The Schematic Design Phase
Hold Six (6) Progress Meetings At A Minimum
2.2 Prepare Schematic Design Drawings
Site Grading Plan/Parking Options
Floor Plans/Furniture Plans
Landscape & Irrigation Plans
Exterior Elevations
Building Sections
2.3 Prepare Interior Schematic Design
Interior Design Personality
Interior Materials/C&n
Interior Furniture Standards
2.4 Prepare Technical Specifications Outline
Architectural Materials
Interior Design Materials
Operations Equipment/Materials
2.5 Determine All Inclusive Project Cost Estimate
2.6 Determine Preliminary Construction Schedule
2.7 Present Final Schematic Drawing Package to the City of Carl&ad
The phases below, 3 thrQu,& 6 will not begin until such time as the C . . o&onaI Use
(CI/p126ZA) has been appro L*neee Fee for Ser
. ved and the Cal.. In &ace. The Archltectud . . . vices Matrrx Indxates the desl hn team comonents that will be . active during the Needs Assessment and Schematic phases of the work.
PHASE 3 DESIGN DEVELOPMENT
3.1 Hold AHB Committee Progress Meetings During The Design Development Phase
Hold Six (6) Progress Meetings At A Minimum
3.2 Prepare Site Improvement Design Development Drawings
Site Plan/Parking Options/Circulation Diagrams
Grading & Drainage Plans
On-Site Utility Site Plan
W-Site Utility/Improvement Site Plan
Site Fire Protection Utility Plan
Gillis 47 Associates Architects - Page 9
Street Improvement Plan(S)
Landscape & Irrigation Drawings
3.3 Prepare Building Design Development Drawings
Floor Plans
Furniture Plans
Reflected Ceiling Plans
Exterior Elevations
Interior Elevations
Building Sections
Interior/Exterior Signage Plans
Roof Plans
Foundation Plans
Structural Framing Plans
HVAC System Layout Plan
Plumbing System Layout Plan
Electrical Layout Plan
Equipment Layout Plan
Utility Requirement Plan
3.4 Prepare Non-Generic Technical Specification Outline
Site Component Specification
Building Component Specification
Interior Design Component Specification
Equipment Specification
3.5 Prepare Fiie Protection Technical Opinion and Report
3.6 Prepare Preliminary Cost Estimate
3.7 Prepare Proposed Construction Schedule
3.8 Present Final Design Development Drawing Package to the City of Carl&ad
PHASE 4 CONSTRUCTION DOCUMENTS
4.1 Hold AHB Committee Progress Meetings During The Construction Document Phase
Hold Six (6) Progress Meetings At A Minimum
4.2 Prepare General Contract Construction Document Drawings
Architectural Drawings
Civil Engineering Drawings
Landscape/Irrigation Drawings
Structural Engineering Drawings
HVAC Engineering Drawings
Plumbing Engineering Drawings
Interior Design Drawings
Equipment Layout Drawings
4.3 Solicit 61 Conform City Bidding Documents/Forms To Project
4.4 Prepare Furniture Bid/Negotiation Documents
4.5 Prepare Construction Manual
Gillis ~3 Associates Architects - Page 10
Bidding Documents
Technical Specifications
4.7 Prepare Final Cost Estimate -
4.9 Present Final Construction Document Drawing Package to the City of Carlsbad
4.10 Submit Required Exhibits To Governing Agencies For Permit Plan Check
4.11 Make Plan Check Corrections & Make Permit Ready
PHASE 5 BIDDING
5.1 Assist the City of Carlsbad In Developing A Construction Bid List - Prequalification, Open Bid, Select List, Etc.
5.2 Assist the City of Carlsbad in Developing A Furniture Bid List - l&qualification, Open Bid, Select, List, Etc.
5.3 Assist the City of Carl&ad (Or The City’s Construction Manager) In Managing The Bid Process
Coordinate Plan Issue To Contractors
Coordinate Plan Issue To Plan Rooms
Answer Requests For Clarification
Prepare 62 Distribute Addenda
Attend Pi-e-Bid Conference Meeting
Attend Bid Opening
Assist In Reviewing Bids For Responsiveness
Offer Recommendation Of Award
PHASE 6 CONSTRUCTION ADMINISTRATION
Note: the Construction Management components of work listed below are items for which the Architect would be
responsible to the CM as a part of the A/E Contract with the City. The CM would, in this approach, be contracted
directly to the City as the City’s employed representative separate and apart from the Architect, and responsible only
to the City.
6.1 Attend All Construction Progress (Site) Meetings
6.2 Review And Act On All Submittals 6r Shop Drawings
6.3 Respond To All RFI (Requests For Information)
6.4 Assist CM Review And Signing Of All Change Orders
6.5 Assist CM Review And Signing Of All Contractors Requests For Payment
6.6 Assist CM Review Of Project Progress With Respect To Project Schedule
6.7 Assist CM Review Of Contractor’s Record Drawing Maintenance
6.8 Oversee Furniture Installation
6.9 Assist CM With Punch List
6.10 Assist the City of Carlsbad With Furniture Punch List/Resolution
Gillis 45 Associates Architects - Page 11
6.11 Assist CM With A Complete Project Closeout
Project Information Files
Guarantees & Warrantees
Filing Of Notice Of Completion
Project Record Drawings
Walk-Thru Inspection And Documentation Of’ Warrantee Defects Just Prior To Lapse Of 1 Year Wan-mtees
Gillis 63 Associates Architects - Page 12
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EXHIBIT D 0 FEE STRUCTURE
CARLSBAD PUBLIC WORKS CENTER
Gillis d5 Associates Architects - Page 13
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