HomeMy WebLinkAbout2000-04-18; City Council; 15699; Exterior Improvements To The Cole Library. .
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CITY OF CARLSBAD -AGENDA BILL
AB# /q 6qq TITLE:
APPROVAL OF DESIGN AGREEMENT FOR EXTERIOR MTG. 3 -/8- bb IMPROVEMENTS TO THE GEORGINA COLE LIBRARY
DEPT. CD
RECOMMENDED ACTION:
I CITY MGR
Staff recommends the City Council ADOPT RESOLUTION NO. 2000-119 approving
an agreement with McGraw-- Baldwin Architects for the design of exterior improvements to
the Georgina Cole Library, City Project No. 33841.
ITEM EXPLANATION:
In previous Capital Improvement Program budgets, the City Council appropriated a total of
$2,132,862 for interim improvements to the Georgina Cole Library. This project was
divided into 2 phases to accommodate first an interior remodel of the facility and,
secondly, improvements to the exterior of the facility. The first phase of the project, the
complete remodel of the interior of the Cole Library, is now complete with ceremonies
marking the reopening of the facility on April 15, 2000.
This second phase will focus on improvements to the exterior of the building and include:
architectural treatment to the stucco and paint;
removal of the masonry screen walls;
a new hardscape theme;
landscape and irrigation improvements;
new exterior signage;
new exterior lighting;
new bookdrops;
repositioning the existing public art piece on the
east side of the building;
new screening of the exterior mechanical equipment,
trash bins, and electrical transformers;
limited onsite utility relocations;
miscellaneous other exterior improvements.
McGraw - Baldwin Architects are the City’s Library design architects who have recently
completed the first phase of this project and will now begin design of the second phase.
The architects will utilize the services of both electrical and structural subconsulting
engineers to participate in the design of the exterior improvements. Additionally, the City’s
in-house landscape architect Mr. Mark Steyaert will design the hardscape, landscape, and
irrigation improvements to be included in the scope of work.
Design can be completed in approximately 60 days after which the improvement package
will be competitively bid by the City. Construction is intended to begin in the Fall and be
completed by the end of the calendar year. Construction of the exterior improvements will
. PAGE 2 OF AGENDA BILL NO. 1 =I t 699
not interfere with the operation of the Cole Library and closing of the facility will not be
required at any time. Staff recommends approval of the attached design agreement.
ENVIRONMENTAL REVIEW:
This project is an exterior maintenance and repair effort of an existing building. The
Planning Director has determined this project is categorically exempt from environmental
review under Section 15301 of the CEQA guidelines. A Notice of Exemption will be filed
by staff prior to the City Council’s future action approving the project plans and
specifications and authorization to solicit bids for this work.
FISCAL IMPACT:
The following is an accounting of the available funding for this project:
APPROPRIATIONS
Prior Years
FY 1998 - 1999
FY 1999 - 7000
TOTAL APPROPRIATIONS
$ 283,112
$ 349,750
$1.5~0.00Q
$2,132,862
EXPENDITURES TO DATE (Phase 1)
ENCUMBRANCES (Phase I)
TOTAL COMMITTED FUNDS
$ 551,336
$ 483.029
$1,034,365
AVAILABLE BALANCE FOR Phase 2 $1,098,497
The total cost of the McGraw - Baldwin Architects design agreement is $59,200. The
existing and available funds in the amount $1,098,497 are believed to be sufficient for the
complete Phase 2 portion of the project, including both design and construction, without
requiring additional appropriations.
EXHIBITS:
1. Resolution No. 20 0 0 - 119 approving a design agreement with McGraw - Baldwin
Architects.
2. Design agreement.
RESOLUTIONNO. 3OOOi119.
2 APPROVING A DESIGN AGREEMENT FOR THE
3 EXTERIOR IMPROVEMENTS TO THE GEORGINA COLE
LIBRARY. CITY PROJECT NO. 33841
4
5 WHEREAS, the City Council of the City of Carlsbad, California, has previously
appropriated funding for the interim improvements to the Georgina Cole Library facility; and
WHEREAS, said project has been previously divided into two phases, interior and
exterior improvements; and
WHEREAS, Phase 1 of said project is complete and the library has been reopened for
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public use; and
WHEREAS, a scope of work, fee proposal, and schedule have been prepared and are
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submitted herewith for the second phase of said project; and
WHEREAS, the City Council does hereby find it necessary, desirable, and in the public
interest to proceed with the design of Phase 2 of the Georgina Cole Library Project.
NOW, THEREFORE, be it resolved as follows:
1. That the above recitations are true and correct.
2. That an agreement with McGraw - Baldwin Architects is hereby approved and the Mayor
is authorized to execute said agreement. Following the Mayor’s signature of said agreement, the
City Clerk is directed to forward copies of this resolution and agreement to McGraw - Baldwin
Architects, attention: Mr. Kermon Baldwin, 701 B Street, Suite 200, San Diego, California
92 101-8 10 1, and the Library and Community Development Departments.
Ill
Ill
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PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad City
Council on the 18th day of April ,200O by the following vote, to wit:
AYES: Council Members Lewis, Hall, Ffnnila, Nygaard and Kulchin
NOES: None
ABSENT: None
ct’;zvDE A. LEb, Mayor
(ATTEST)
LORRAINE M. WOOD, City Clerk
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AGREEMENT FOR PROFESSIONAL ARCHITECTURAL DESIGN
SERVICES FOR EXTERIOR IMPROVEMENTS TO THE
CITY OF CARLSBAD’S COLE LIBRARY
THIS AGREEMENT is made and entered into as of the
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day of fba
m
, 2000, by and between the CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as “City”, and MCGRAW / BALDWIN ARCHITECTS,
hereinafter referred to as “Contractor.”
City requires the services of an architectural design Contractor to provide the
necessary design services for preparation of plans and specifications for exterior
improvements to the Cole Library, hereafter referred to as the “Project;” 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 outlined in the proposal letter dated
February 15, 2000, identified as Exhibit “A” attached hereto and incorporated by
reference herein.
2. CITY OBLIGATIONS
The City shall furnish to Contractor copies of all existing and available studies,
reports, exhibits, surveys, plans, specifications, as-built drawings, and other information
and data related to the Project. City shall designate an authorized representative to
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coordinate with Contractor the work. City shall pay Contractor in accordance with the
fee schedule outlined in attached Exhibit “A.”
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 the schedule identified in
attached Exhibit “A.” Said schedule shall be adjusted for late start of activities as
identified in attached Exhibit “A.” Extensions of time may be granted if requested by the
Contractor and agreed to in writing by the City Manager or his authorized
representative. The City Manager or his authorized representative 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. BS TO BE PAID TO CONTRACTOR
The total fee payable for the services to be performed shall be on a time and
materials basis for a total of $59,200 consisting of $54,200 in accordance with the fee
schedule identified in attached Exhibit “A” and $5,000 of design and construction phase
contingencies. Said contingency amount shall not be utilized without prior written
consent of City. 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, should be made as outlined
in attached Exhibit “A.”
rev. 12/28/99
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5. DURATION OF CONTRACT
This agreement shall extend for a period of five (5) 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 five (5) days of completion and approval of the plans and specifications,
the Contractor shall deliver to the City those items identified as “deliverables” in
attached Exhibit “A.”
8. 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 City Manager or his
authorized representative. The City Manager or his authorized representative shall
make a determination of fact based upon the documents delivered to City of the
rev. 12128199
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percentage of work which the Contractor 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 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 seq., 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
rev. 12128199
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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.
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Initial)
The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026,
3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference. w itial)
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 Reform
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,
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.
rev. 12/28/99
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17. RFPRODUCTION 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.
18. HOLD HARUSS AGREE-
Contractor agrees to indemnify and hold ham-rless 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
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
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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 18, “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.
24. EFFECTIVE DATE
This agreement shall be effective on and from the day and year first written
above.
rev. 12/28/99
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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. 1NSURANCE
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-V” and shall meet the City’s policy for
insurance as stated in Resolution No. 91403.
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
rev. 12/28/99
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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 $1,000,000 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.
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.
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rev. 12/28/99
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.
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 City: Title
Name
Address
For Contractor: Title
Name
Address
MUNICIPAL PROJECTS MANAGER
JOHN J. CAHILL
1635 FARADAY AVENUE, CARLSBAD,
CALIFORNIA 92008
PRESIDENT
KENNON W. BALDWIN
701 B STREET, SUITE 200 SAN DIEGO,
CALIFORNIA 92101
rev. 12128199
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2%. 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, along with the purchase order for this contract and its provisions,
embody the entire agreement and understanding between the parties relating to the
subject matter hereof. In case of conflict, the terms of the agreement supersede the
purchase order. Neither this agreement nor any provision 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 31zs day of M ,200O.
CONTRACTOR:
cGRA I N ARCHITECTS I I-&,
lame oYCo~%~)
By: @--JGCUh
\ (sign here)
p5wm \(\I \ bb@UIEJl gm=q
(print name/title) I I ATTEST:
E
(Proper notarial acknowledgment of execution by Contractor must be attached.
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rev. 12/28/99
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:
rev. 12128199
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State of California
County of San Diecjo 1
ss.
On March 3. 2000 , before me, Mary El 1 en Fromson I Date Name and Title of Ofker (e.g.. ‘Jane Doe, Nolary P&W’)
personally appeared Kennon W. Baldwin and T.R. Breunich, Jr. t Name(s) of Signer(s)
fi personally known to me
0 proved to me on the basis of satisfactory
evidence
to be the person(s) whose name(s) idare
subscribed to the within instrument and
acknowledged to me that h&she&hey executed
the same in his/her/their authorized
capacity(ies), and that by bidbedtheir
signature(s) on the instrument the person(s), or
the entity upon behalf of which the person(s)
acted, executed the instrument.
WITNESS my hand and official seal.
Place Notary Seal Above
OPTIONAL
Thovgh the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this fon to another document.
Description of Attached Document
Title orType of Document: . AnrwmPnt for Professional Arch1 ‘tectural Design
Services for Exterior Improvements to the City of Carldad's Cole Li
Document Dote: -___-- Number of Pages: ~. __ __
Signer(s) Other Than Named Above:
Capacity(ies) Claimed by Signer
Signer’s Name:
0 Individual
Cl Corporate Officer - Title(s):
Cl Partner--O Limited 0 General
Cl Attorney in Fact
Cl Trustee
0 Guardian or Conservator
0 Other:
Signer Is Representing:
av
8 1997 Nalionat Notary Association - 9350 De Soto Ave.. P.O. Box 2402 * Chatsworth. CA 91313-2402 Prod. NO. 5907 Reorder: Call Toll-Free 1-800-676-6827
/4
.’ McGravvlBald I J Architects -.
l( c( mf / lBr’i-- A
February 15,200O
Mr. John Cahill Municipal Project Manager
City of Car&bad
1635 Faraday Avenue Carlsbad, CA 92008
Subject: Proposal for Professional Services
Cole Library Exterior Upgrade
MIBA Project No. 00014
Dear Mr. Cahill:
McGraw/Baldwin Architects is pleased to submit this Proposal for Professional Services to the City of Cartsbad for the Cole Library Exterior Upgrade.
SCOPE/SERVICES INCLUDED
Our understanding of the scope and schedule of the project and a delineation of our proposed services is included in the Project Scope Document of February 10.2000
attached.
PROJECT TEAM
Proposed consultants for this project include:
Architecture:
Structural Engineering: Electrical Engineering:
McGraw/Baldwin Architects Inc.
Blaylock Engineering Group Van Buuren Kimper Engineering
COMPENSATION FOR SERVICES
We propose to provide the professional services outlined above on a Time and Expense
Basis to not exceed Fifty Four Thousand Two Hundred Dollars ($54,200). Staff rates and
reimbursable expenses are defined in the attached Schedule of Hourly Billing Rates.
Additional Services in access of those indicated will be provided at’the prevailing rates indicated in the attached Schedule of Hourly Billing Rates. Such
Additional Services will proceed only upon written authorization from the City of
Carisbad.
Reimbursable Expenses are those expenses made in the interest of the Project and include, but are not limited to, those indicated in the attached Schedule of
Hourly Billing Rates.
Kennon W Bafdwin. Architect. AIP. President James T. Fergbison. Arch!tect. AID., ‘/Ice President 701 B Street, Suite 200
Dav!d E. Cumm~ns. Architect. A,IA. Senior Associate Christopher Knell. krc!%tec?. AlA, Sentor Associate San Diego. CA 92101-8101
Theodore R. Breunfcc. Jr. \ke President. CFO Jerry Cole. Vice President: BIJSIWSS Developmeni
Jam& S. McGraw, AIA (1942-1996)
(619) 2310751 FAX(619) 231-4396
www.mbarch.com 20
John Cahill
City of Carlsbad
February 15,200O
Page 2
If this proposal is acceptable to you, please indicate your acceptance of this proposal by
signing in the space provided below and returning a copy to our office. This letter will
form the basis of our Agreement and may be terminated by either party upon not less
than seven (7) days written notice. This proposal shall remain valid for ninety (90) days.
We appreciate this opportunity and look forward to the possibility of working with you on this important project. Should you have any questions, we are available at your
convenience.
Sincerely yours,
McGraw/Baldwin Architect3 Inc. City of Carlsbad
Kennon W. Baldwin AIA Mr. John Cahill Date President
CA License No. C-10382
cc: T. Breunich, File A3.2.1 - M/BA
Attachments as noted
bl~Gr~w/P,aldwin ArrhitPrts
PROJECT SCOPE DOCUMENT
Project: Cole Library Exterior Upgrade
Project No.: 00014 Date: 02/l o/o0
I. PROJECT DESCRIPTION
Description: Exterior improvements to the existing two story building of
approximately 24,352 s.f.
Location: 1250 Carlsbad Village Drive
Cartsbad, CA 92008
Client: City of Cartsbad, California
1635 Faraday Avenue Cartsbad, CA 92008
Special Features: Landscape Architecture provided by Owner. Civil Engineering, if
required, to be provided by Owner
Special Considerations: Building will be occupied and in use during upgrade.
II. DESCRIPTION OF SERVICES
A. Basic Services Included
The following Basic Services are included in the scope of this Project. Basic Services are further defined by the attached Exhibit A dated February 1,200O.
1. DISCIPLINES INCLUDED
it
C.
Architectural
Structural Engineering Electrical Engineering
2. DESIGN DEVELOPMENT PHASE SERVICES
E:
C.
Research Colons for Exterior Treatment Selection
Prepare Color Boards Exterior Building Elevation Presentation Owner/User Group -
two (2) presentations as a basic service.
3. CONSTRUCTION DOCUMENTS PHASE SERVICES
a.
b.
Prepare Construction Documents incorporating items identified
in “Exhibit A”, to include Project Specifications, Divisions 2
through 16. Specification Section Division 0 will be edited by the
Owner and Construction Manager for incorporation into the
specifications manual. Landscape and Landscape Irrigation
specifications will be provided by the Owner for incorporation into
the specification manual. Assist the Owner in filing documents required for approval by
governmental authorities having jurisdiction.
ii.kGraw/Ralriwin A.rchitects
.
PROJECT SCOPE DOCUMENT
Cole Library Exterior Upgrade
00014 02/l o/o0
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4. BID OR NEGOTIATION PHASE SERVICES
it
C.
d.
Attend one pre-bid conference.
Assist the Owner in obtaining and evaluating bids or negotiated
proposals and additional approvals from City agencies.
Respond to bidder’s queries. (Note: Substitution Requests will not be permitted during the bid period - a limited substitution
period is proposed immediately following award.) Preparation of Addenda, clarification of documents, or
supplemental information as may be required.
5. CONSTRUCTION ADMINISTRATION PHASE SERVICES
a. Attend weekly construction progress meetings/field observation
visits. (The following regularly scheduled visits are included as basic service):
Architect- 4
Structural- 1 Electrical- 1
b. Prepare a weekly report to the Owner indicating site observation
findings and status of the work.
dc:
Review of Contractor submittals and application for payment.
Respond to Contractor requests for information, or clarification.
F?
Respond to Contractor Change Order requests.
Respond to Contractor Substitution Requests four (4) requests included as basic service based on the following breakdown:
Architectural- 2
Structural- 1 Electrical- 1
g- h.
These would be allowed only during the substitution period.
Final inspection visit and preparation of a final “punch list”. Perform one follow up inspection visit to verify “punch list”
resolution.
B. Additional Services Included
In addition to Basic Services delineated above, the following services are
included in this proposal as “Additional Services”:
1. Architectural Design Services for exterior finishes.
2. Engineering of Electrical design for new exterior building lighting.
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PROJECT SCOPE DOCUMENT
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C. Optional Additional Setvices
In addition to the services listed above as Additional Services Included, the
following are offered as Optional Services that will be provided upon your
direction and agreement for compensation. Hourly services and reimbursable
expenses shall be according to the attached Schedule of Hourly Billing Rates.
1.
2.
3.
4.
Electrical engineering for new parking lot lighting.
Renderings and Models: 2-D or 3-D hand or computer-generated renderings, and scale study or presentation models- Scanning hand-drawn drawings into Auto CAD Format for archive
purpose (does not allow layer controls).
Other Additional Services including, but not limited to:
a. b.
::
e.
f.
g.
h.
Site Planning and Evaluation beyond those listed services. Planning for Future Expansions.
Additional Field Verification. Services after Substantial Completion of the Project.
Providing any other services not otherwise included in this
proposal or not customarily furnished in accordance with generally accepted Architectural Services.
Review of Contractor Substitution Requests during bidding.
Review of Contractor Submittals or Substitution Requests after
the initial substitution period, more than one time each, more than one substitution for the same item, or more requests than
indicated above.
Review of Contractor Shop drawings for more than one
resubmittal.
Ill. DELIVERABLES
A. Construction Documents Phase Deliverables
1.
2.
3.
4.
Construction Document Drawings:
a. 1 set reproducible mylar drawings, 5 sets blueline prints, 1 sets disks of CAD drawings.
Project Specifications: a. Specifications - 1 set camera ready, 3 sets bound, 3 sets disks
compatible with WORD ver. 7.0, Windows 95. Color Boards for Exterior Finishes.
Forms and permit applications as required.
B. Bid I Negotiation Phase Deliverables
1.
2.
Contract documents for bidding (Drawings & Specification Divisions l-
16).
Addenda or other clarification documents if required.
McGrawlEaidwin Architects w
PROJECT SCOPE DOCUMENT
Cole Library Exterior Upgrade
00014
02/l o/00
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C. Construction Administration Phase Deliverables
1. Contract documents for construction.
2. Construction Observation Reports.
3. Supplemental Instructions.
4. Review of required submittals.
IV. SCHEDULE
The Schedule for this Project has been developed as follows:
Design Development/Construction Documents, assumed start, March I, 2000 to
May I, 2000, anticipated completion.
The Bidding Period is assumed to be approximately May IS,2000 to July I,
2000.
The Construction Period is assumed to be approximately August I, 2000 to
October I, 2000.
V. QUALIFICATIONS
A. Assumptions/Understandings
1. Scope of work is limited to program items identified in Exhibit A,
applicable code updates, and updates/revisions to building equipment and systems due to technological advances.
2. City of Carlsbad will provide “Existing Construction Documents” of the
building.
3. City of Carlsbad will contract directly with consultants/vendors outside
this contract for the following related services:
6:
C.
Landscape Architecture.
Civil Engineering
Hazardous Materials Abatements.
We will coordinate with these consultants as necessary to incorporate
into the project construction documents.
4. Drawings will be in electronic format (Auto CAD rel. 14).
5. Specifications will be WORD ver. 7.0, Windows 95.
6. The Owner will retain the services of a professional Construction
Manager which will be the Owner’s authorized representative during
construction and will provide full-time resident on-site services.
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PROJECT SCOPE DOCUMENT
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7. Construction period is assumed to be eight (8) weeks. Services beyond
this period are subject to an additional services agreement.
B. Exclusions from the Project Scope
1. Cost Estimating.
2. Consideration for future expansion. 3. Civil Engineering Services.
4. Hazardous material abatement.
VI. SUPPORTING DOCUMENTS/INFORMATION
The items listed below are considered as if included herein and as part of the scope of
this Project:
Architectural Task Summary Exhibit A - February 1.2000. Schedule of Hourly Billing Rates Exhibit B - March I, 1996.
S:W?OJEClUlO Pmjeckm14 Cole Libmfy Exteriw UpgradhdmlWROJECl SCOPE OOCUMENT.doc
McGraw!Baidwin Architects
.
*‘ EXHIBIT A “
Project No. 00014
Owner: City of Carlsbad
Project: Cole Library Exterior Upgrade
Date: February I,2000
Budget: To be Determined
Proposed Scope of Work
General:
1.
2.
3.
4. 5.
6. 7.
a.
9.
10.
Owner is responsible for asbestos abatement.
Owner will rework existing Landscape and irrigation with Owners Staff Landscape Architect. Owner’s Staff Landscape Architect to relocate existing kiosk and plaque.
Owner’s Staff Landscape Architect to design new outside seating. Owner’s Staff Landscape Architect to design and incorporate new outside gathering area with
seating.
Owner’s Staff Landscape Architect to provide connection to Arts building via new walkway.
Owner’s Staff Landscape Architect to provide contract drawinos and specifications for review and
incorporation into Architects construction document.
Owner’s Staff Landscape Architect to provide support during bidding and construction phases. Owner will provide Civil Engineering drawings and survey of existing porperty.
Owner will provide Civil Engineering services as required for the project.
Architectural and Architectural Consultants:
1.
2.
3. 4.
5. 6.
7.
a.
9.
10.
11. 12.
Upgrade existing Handicapped parking, flush out paving and ramps with existing curb, re-strip parking.
Remove existing screen walls at the East and West elevations of the building. Add new HVAC intake louvers East and West elevations.
Provide new building signage. Provide new railing and gate at stair to second floor, Northwest corner of building.
At existing building fascia, remove existing tile plant-ons. At existing building fascia/parapet, rework with new metal covering and stucco painted.
Path and repair existing stucco. Prepare color boards for Owner/User review and Approval
Repaint repaired stucco finish.
Upgrade existing lighting at East and West entries.
Remove existing chain link fencing from cooling tower, trash enclosure and electrical transformer,
add new masonry screen walls.
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-
Exhibit B
SCHEDULE OF HOURLY BILLING RATES:
(Effective March I, 1996)
Principal $130.00
Senior Associate 105.00
Project Architect 90.00
Architect 75.00
Job Captain 75.00
Drafter 60.00
Clerical 50.00
Reimbursable Exnenses
Reimbursable expenses are actual expenses made by the Architect, the Architect’s
employees and consultants in the interest of the Project and include, but are not limited to the following expenses:
1. Expenses of transportation in connection with the Project; living expenses in
connection with out-of-town travel and long distance communications, as approved by, and negotiated with Owner.
2. Expenses of reproductions including plotting/printing of CAD files and other electronic data, postage, delivery and handling of drawings and other
documents.
3. Expenses of data processing and photographic production techniques when
used in connection with Additional Services.
4. When authorized by the Owner in writing, expense of overtime work requiring higher than regular rates.
Reimbursable expenses shall be billed at cost + 15% administration costs.
April24,2000
McGraw -Baldwin Architects
Attn: Mr. Kennon Baldwin
701 B Street, Suite 200
San Diego, CA 9210143101
RE: APPROVING A DESIGN AGREEMENT FOR THE EXTERIOR
IMPROVEMENTS TO THE GEORGIANA COLE LIBRARY, CITY PROJECT
NO.33841
At the meeting of April l&2000, the Carlsbad City Council adopted Resolution No. 2000- 119,
approving the above referenced agreement.. ;,:
Enclosed for your record is a copy of Resolution No. 2000-l 19, as well as a fully executed . .
agreement for your files.
If you have questions concerning the contract, please contact John Cahill, Municipal Projects
Manager, at 602-2726. /.
i. ”
i’t 5- ..I i.
Si erely, lo 4.d-42
-Dee Uhich
Office of the Carlsbad City Clerk
Enclosures (2)
1200 Carlsbad Village Drive - Carlsbad, CA 92008-l 989 - (760) 434-2808 a9