HomeMy WebLinkAbout2018-01-23; City Council; ; Approval of an Agreement with MIG, Inc. to provide scoping and space planning analysis services for a new city hallAfter review of the four proposals, the top two respondents were interviewed. Based upon the
proposal evaluations and interviews, staff recommends awarding an agreement for city hall
scoping and space planning analysis services to MIG, Inc. in an amount not to exceed $278,105.
Fiscal Analysis
The Agreement with MIG, Inc. is for $278,105. Capital project funds in the amount of $150,000
were previously appropriated from Community Facilities District No. l for the Civic Center, Project
No. 4008. An additional appropriation of $129,059 from CFD No. 1 for project No. 4008 is required
as shown in the table below:
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Current Appropriation $150,000
Current Expenditures/Encumbrances $954
TOTAL CURRENT APPROPRIATION $149,046
Scoping and Space Planning Analysis Services -MIG, Inc. $278,105
Estimated Costs for Scoping and Space Planning Services $278,105
Additional Appropriation Requested $129,059
Next Steps
Once the agreement is executed, staff will direct MIG, Inc. to commence work.
Environmental Evaluation (CEQA)
The recommended action is not a project pursuant to California Environmental Quality Act
(CEQA) Guidelines Section 15378(b)(S). This section exempts from CEQA government
organizational or administrative activities that will not result in direct or indirect physical changes
in the environment.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to the meeting date and time.
City staff will take the lead role in designing and implementing a public outreach and
involvement plan that enables the project team to consider community values and priorities as
important criteria in the overall scoping & space planning analysis process. The Agreement with
MIG, Inc. includes a dedicated level of effort to support the city-designed public outreach and
involvement process and incorporate feedback at key project milestones.
Exhibits
1. City Council Resolution.
Jan. 23, 2018 Item #1 Page 2 of 15
RESOLUTION NO. 2018-007
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA AUTHORIZING EXECUTION OF AN AGREEMENT WITH MIG,
INC. TO PROVIDE SCOPING AND SPACE PLANNING ANALYSIS SERVICES
FOR A NEW CITY HALL, PROJECT NO. 4008, IN AN AMOUNT NOT TO
EXCEED $278,105.
Exhibit 1
WHEREAS, the City Council of the City of Carlsbad conducted goal settings workshop in January
of 2016 and February of 2017, and established a City Council goal to develop a plan for a new city hall
that will be a point of pride for residents while greatly improving efficiency and effectiveness by
centralizing an employee base that is currently spread throughout many city facilities; and
WHEREAS, on September 19, 2017, the City Council authorized the release of a Request for
Proposals to identify a consultant to conduct a city hall scoping and space planning analysis {Resolution
No. 2017-188); and
WHEREAS, staff received a total of four responses to the RFP, and a qualifications-based
evaluation of the four consultant proposals was conducted by staff; and
WHEREAS, staff has identified MIG, Inc. as the most qualified consultant for the project; and
WHEREAS, staff and MIG, Inc. have negotiated the scope of work and the associated fee in an
amount of $278,105 to provide the scoping and space planning analysis services for a new city hall.
WHEREAS, city staff will take the lead role in designing and implementing a public outreach and
involvement plan that considers community values and priorities as important criteria in the overall
scoping & space planning analysis process. The Agreement with MIG, Inc. includes a dedicated level of
effort to support the city-designed public outreach and involvement process and incorporate feedback
at key project milestones.
Jan. 23, 2018 Item #1 Page 3 of 15
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows that:
1. The above recitations are true and correct.
\
2. That the City Manager is hereby authorized to execute the Agreement with MIG, Inc.,
attached hereto as Attachment A, and to act on behalf of the City of Carlsbad in all future decisions and
actions necessary to implement the Agreement with MIG, Inc. to provide scoping and space planning
analysis services for a new city hall, and to do so in full compliance with the terms and conditions
expressed in the aforementioned Agreement and to the satisfaction of the City Attorney.
3. That the Administrative Services Director is hereby authorized to appropriate $128,105
from CFD#l to the City Hall project account to pay for the space planning analysis services.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 23rd day of January, 2018, by the following vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None.
(SEAL)
Jan. 23, 2018 Item #1 Page 4 of 15
AGREEMENT FOR SCOPING AND SPACE PLANNING ANALYSIS SERVICES
MIG,INC.
THIS AGREEMENT is made and entered into as of the z;vC\ day of January,
2018, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and MOORE
IACOFANO GOLTSMAN, INC., hereinafter MIG, Inc. ("Contractor").
RECITALS
A. City is in need of professional services for a space planning and design consultant
that is experienced in civic center planning and development.
B. Contractor has the necessary experience in providing professional services and
advice related to space planning and civic center planning and development.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
' NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one year from the date first above
written. The City Manager may amend the Agreement to extend it for one additional six month
period or parts thereof. Extensions will be based upon a satisfactory review of Contractor's
performance, City needs, and appropriation of funds by the City Council. The parties will prepare
a written amendment indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
Two Hundred and Seventy-Eight Thousand One Hundred and Five dollars ($278,105). No other
compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement. The City reserves the right to withhold a ten percent (10%)
retention until City has accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to 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 Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and ag-ainst all claims, damages, losses and expenses including reasonable
attorneys fees arising out of the performance of the work described herein caused by any
negligence, recklessness , or willful misconduct 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.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement 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 services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is requ ired to have a current Best's Key Rating of not less than "A-:VII"; O R with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
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in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability Insurance. $2,000,000 combined single-limit per
occurrence for bodily injury, personal injury and property damage. If the submitted policies contain
aggregate limits, general aggregate limits will apply separately to the work under this Agreement
or the general aggregate will be twice the required per occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $1,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
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10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
Upon payment of fees and expenses due, all work product produced by Contractor or its agents,
employees, and subcontractors pursuant to this Agreement is the property of City. In the event
this Agreement is terminated, all work product produced by Contractor or its agents, employees
and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will
have the right to make one (1) copy of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City
Name Curtis M. Jackson
Title Real Estate Manager
Department City Manager's Office
Address 1200 Carlsbad Village Drive
Carlsbad, CA 92008
Phone No. 760-434-2836
For Contractor
Name Johanna Schorr
Title Director of Architecture
Address 1500 4th Avenue, Suite 510
Seattle, WA 98101
Phone No. (206) 621-2196 x 663
Email jschorr@migcom.com
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all four categories.
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17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution , which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law. ·
20 . TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in th is Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for 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
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employee, any fee, comm1ss1on, 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, City will 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 the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, 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 City seeks to recover penalties pursuant to the 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 an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
Moore lacofano Goltsman, Inc.
By:4 i2
• ..,.... (sign here) ~
Al--\':>SA '-"9P rA-lA , ?rz..1t.1urkL
(print name/title)
By:
(sign here)
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
ATT/?}ET: ./1
I I
I
BARBARAE
City Clerk
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
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:
CELIA A. BREWER, City Attorney
BY: !1&nky A~
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EXHIBIT "A"
SCOPE OF SERVICES
Project Description:
Consultant Team will analyze the city's current allocation of staff and meeting spaces as well as
space and meeting room needs at city build-out. A survey of city administrative facilities
throughout southern California will also be conducted to understand best practices and creative
ideas being used in similar buildings. Staff will present the findings of the space planning study
to City Council to help them make an informed decision regarding a new civic center that will be
able to address staff space needs and best serve the community at ~uild-out
During the space planning analysis and design process, the Consultant Team would work closely
with staff on the further development of concept designs that would meet the intent described
above and would specifically include the following:
1) Project Management and Communications
a) Ongoing Project Communications
b) Ongoing Project Management Tasks
c) Existing Document Review (provided by the City of Carlsbad)
2) Space Planning Analysis (Deliverable 1)
Space Planning Analysis includes: City Staff Meeting 1, Detailed Site and Data Analysis, Site Tour
of Each Site, Programming and Facility needs, Space, Amenity, and Adjacency needs
a) City Staff Meeting 1: Preparation City Staff Meeting
b) City Staff Meeting 1: Travel
c) Onsite City Staff Meeting -1.5 days,4 MIG, Inc. attending City Staff Meeting
i) Day 1: Morning Site Visits (all 4) with client team
ii) Day 1: Afternoon Workshop -Participatory Exercises and Discussions: Develop Project Goals,
Visitor Impact and Experience, Staff Impacts and Experience. Circulation, Wayfinding,
Sustainability, Place making trends for each site; Establish Site Selection Criteria, Discussion
of approach to: Data base Forecasting and Trends, Efficiency Analysis/Study, Space Planning,
Workplace Needs/Projections, Current and Evolving City Organizational Culture Discussion of
Current Conditions, Exercises for each Site (SWOT analysis), Program
iii) Day 2: Initial Site impressions of each site; Trends in Design of Government Buildings, Goals
and Aspirations for the New City Hall, Precedents and Inspiration Needs/Projections, Current
and Evolving City Organizational Culture
d) Programming, space, amenity and adjacency needs, Program needs/Site alternative Matrix,
Individual Dept. Meetings as needed Program, Matrix
e) Meeting notes, telecoms with city staff, consultant coordination Notes
f) A report for review and approval by the city, summarizing the analysis and providing
recommendation on the amount, types, and location of spaces needed to achieve the goals outlined
for the City Hall and its surrounding campus including description of all assumptions utilized for the
projected space needs Report.
g) City Council Presentation and Prep
h) Deliverable 1: Space Planning Analysis
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3) Site Criteria, Conceptual Site Planning and Prelim Architectural Massing (Deliverable 2)
Workshop 2, Site Specific Analysis, Development of Site Base Plans, Site
Concepts, Analysis of Site in Relation to Program, Opportunity Costs
a) Develop Site Base Maps for sites
b) City Staff Meeting 2: Preparation
c) City Staff Meeting 2: Travel
d) Onsite Meeting -1.5 days, 3 MIG , Inc. attending City Staff Meeting
i) Discussion of criteria used for four selected sites
ii) Site Specific Analysis: Assessment of physical conditions of each site, Including adjacencies,
suitability and aesthetics of approach and surroundings, sustainable aspects
iii) Analysis of Sites in Relation to Program, Spatial Efficiency
e) Spatial Efficiency and Workspace Needs/Flexibility
f) Application of Site Criteria to each Site
g) Preliminary Cost Implications for each Site
h) Meeting notes, Schedule update, telecoms with city staff, consultant design coordination
i) A draft (Draft Report) of recommended site selection criteria, including any minimum threshold
criteria and proposed weighting for review and approval by the city.
i) City Council Presentation and Prep
i) Deliverable 2: Final report showing if and how each city site meets the criteria, including
concept plans (Architectural Massing)
4) Refinement of Conceptual Site Planning and Architectural Massing and Costs
Using the program criteria and site analysis developed, refine conceptual Site planning and
Architectural Massing, including Parking and Cost estimates and City Staff Meeting 3
a) For each Site: Location Assessment, Concept Site Plan, Adjacency Study, Parking Needs, Place
Making/Community Gathering Places
b) Occupancy/Stacking plans for each site
c) Building(s) Configuration: Space Planning and Sizing, Preferred Adjacencies, Efficiency Analysis,
Architectural Massing
d) Cost Estimates for Each Site Concept
e) City Staff Meeting 3: Preparation
f) City Staff Meeting 3: Travel
g) City Staff Meeting 3: 1 day, 3 MIG, Inc. attending City Staff Meeting
i) Morning Discussion: Conceptual Site Plans for Feasible Sites, Block Plans, Occupancy Plan,
Massing Studies, Cost Estimates for each.
ii) Afternoon Discussion: Preferred Concepts/Summary of Alternatives
h) Site Specific Programmatic additions/modifications
i) Place based Vision statements for each site
j) Meeting notes, telecoms with city staff, consultant design coordination
5) "Best Professional Recommendation" for Preferred City Hall location
"Best Professional Recommendation": Conceptual Site Plan, Block Plan, Occupancy Plan,
Massing Studies, Cost Estimate for preferred City Hal/ location
a) Develop "Best professional recommendation"
b) City Council Presentation: Preparation
c) City Council Presentation: Travel
d) Presentation to City Council (1.0 days, 3 MIG, Inc. attending City Council Presentation)
i) Presentation of Preferred Plan
ii) Presentation of Costs
e) City Council Presentation notes, consultant coordination
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6) Written Report (Deliverable 3)
Written report: Documentation of Team design process, with Best Professional
Recommendation including: Conceptual Site Plan, Block Plan, Occupancy Plan, Massing
Studies, and Cost Estimate
a) Deliverable 3: Written report: to include conceptual site plans and architectural massing
plans and a "best professional recommendation" for the preferred city hall location based
on the entirety of the analysis completed and the input received.
2) Community Engagement
i) Community Engagement work from MIG will be required on an "As Needed Basis." MIG shall
assist in the preparation and implementation of a public outreach and engagement plan to
ensure community values and priorities are considered as an important part of the site selection
process.
City Attorney Approved Version 4/1 /15
10 Jan. 23, 2018 Item #1 Page 14 of 15
[ WORKPLAN / Tl MELINE -REVISION 3 1.0 Space Planning Analysis Space Planning Analysis includes : Workshop I, Detailed Site and Doto Analysis, Site Tour of Each Site, Programming and Focilty needs, Space, Amenity, and Adjacency needs » Onsite Meeting -Workshop l » Deliverable l -Report » Client Review » City Council Presentation Jan i i • C I ~1,-1 ~1-·-1-1-1 2.0 Site Criteria Site Specific Analysis, Analysis of Site in Relation to Program, Opportunity Costs · » Onsite Meeting » Community Engagement » Draft Report » City Council Presentation » Deliverable 2 -Report Feb •• Mar • -Apr ~ I u • • May June July Aug Sep D •• - -» Client Review 3.0 Site Alternatives Design Refinement & Costs .I I I rn11111~,,~r-1--1-,-1-FFn-1-111-,-,~,,-~-I +-H-I-H·+·I--H-+ e-Using the program criteria and site analysis developed, conceptual Site Planning and Architectural Mossing for each site, including Parking and Cost Estimates and Workshop 3 » On site Meeting -Workshop .2 » Community Engagement Followup Client Review 4~0-Preferred Option --1:--1-: tr.t-t-r~-J--i--1--'J-1--·-_j--Preferred Option: Conceptual Site Plan, Block Plan, Occupancy Pion, Massing Studies, Cost Estimate » Onsite Meeting » Client Review » City Council Presentation =-=-~=~:,= --·,• 5.0 Written Report Written report: Documentation of Team design process, with Preferred Option: Conceptual Site Plan, Block Plan, Occupancy Plan, Massing Studies, Cost Estimate » Written Report » Deliverable 3 -Report .. ~1--1--~ +-!-I-I -1-·-1-++-+-t-'---------, -, • I-I I -, -I WORKPLAN / TIMELINE Oct Nov Dec Jan ~ i ! ! -City of Carlsbad Scoping and Planning Anaylsis I 15 Jan. 23, 2018Item #1 Page 15 of 15