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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: ~~ .~ .• \-"\~· ,_';'~·~!".j,1~:·~" ••• ~ ~\--·v·~ -' ,, ,1:;·1~ 'I': )·;:¥~:t1 ~{·11: l·t ];T,t tl" 1 0tt _;' ,, ~;.;7--< r~ ·-~w:i-~ ... -..,, :<'!'•\<~,,~•q·,"'1,·','t'.'V"t'J"f'.r"'=:"P""",;M""~"""-,..,,.-"'"'7'""'""" ""'"'l'-~A,'"ffl"""'~~~-,-~~ .·r.~t.:,;;r'~~.}-t.;": ·,~,, •. l'"...:,~,t_J; •• ,;q;, ).,'"1:_J~ ........ -);,..,~..J-~ ir-'i-,',\•, ... '"" ,,.1-:, .. ,._t,,_,. __ :\'.~~ t..,_,;,t.J:-,.~ ..... ,c.. ~-.,. 't!.-.i¥_ • .:._.__.,_-l..•, 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". City Attorney Approved Version 4/1 /15 Jan. 23, 2018 Item #1 Page 5 of 15 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 City Attorney Approved Version 4/1 /15 2 Jan. 23, 2018 Item #1 Page 6 of 15 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. City Attorney Approved Version 4/1 /15 3 Jan. 23, 2018 Item #1 Page 7 of 15 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. City Attorney Approved Version 4/1 /15 4 Jan. 23, 2018 Item #1 Page 8 of 15 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 City Attorney Approved Version 4/1/15 5 Jan. 23, 2018 Item #1 Page 9 of 15 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. City Attorney Approved Version 4/1 /15 6 Jan. 23, 2018 Item #1 Page 10 of 15 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~ City Attorney Approved Version 4/1/15 7 Jan. 23, 2018 Item #1 Page 11 of 15 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 City Attorney Approved Version 4/1 /15 8 Jan. 23, 2018 Item #1 Page 12 of 15 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 City Attorney Approved Version 4/1 /15 9 Jan. 23, 2018 Item #1 Page 13 of 15 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