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HomeMy WebLinkAbout2022-08-30; City Council; ; Agreement for Fire Department Administration Offices Feasibility StudyThis item was returned to staff to be continued at a date certain of Sept. 13~ 2022. 1. AGREEMENT WITH SILLMAN WRIGHT ARCHITECTS FOR FIRE DEPARTMENT ADMINISTRATION OFFICES FEASIBILITY STUDY, (CIP PROJECT NO. 4089) - Adoption of a resolution authorizing execution of an agreement with Sillman Wright Architects to conduct a feasibility study for the Fire Department administration offices, in an amount not to exceed $114,630. {Staff contact: Steven Stewart, Public Works) CA Review _RMC_ Meeting Date: Aug. 30, 2022 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Steven Stewart, Municipal Projects Manager steven.stewart@carlsbadca.gov, 442-339-2938 Subject: Agreement for Fire Department Administration Offices Feasibility Study District: 2 Recommended Action Adopt a resolution authorizing execution of an agreement with Sillman Wright Architects, a California corporation, to conduct a feasibility study for the Fire Department administration offices in an amount not to exceed $114,630. Executive Summary The project will evaluate the feasibility of constructing offices to centralize Fire Department management and administrative staff currently working in various city locations. This Capital Improvement Program project, Project No. 4089, was approved and adopted as part of the fiscal year 2021-22 budget. Staff requested proposals for feasibility study services in May 2022, reviewed the proposals submitted in June 2022 and are now recommending the City Council authorize an agreement with Sillman Wright for an amount not to exceed $114,630. Under Carlsbad Municipal Code, Section 3.28.060 (D)(5), the City Council’s authorization is required for procurement of services that cost more than $100,000 per agreement year. Discussion On May 6, 2022, staff issued a request for proposals for feasibility study services to evaluate constructing office spaces in up to four locations and to prepare schematic plans with cost estimates for each option. Five proposals were received on June 6, 2022 and distributed to an evaluation committee consisting of Fire Administration and Public Works staff. This committee reviewed and ranked the proposals following the best-value selection criteria published in the request for proposals and as set forth in Carlsbad Municipal Code sections 3.28.050 (D)(2) and 3.28.060(D). The committee determined that Sillman Wright offered the best value to the city and was the most qualified firm for this project. The agreement with Sillman Wright authorizes the City Manager to extend the agreement term for up to one year. Aug. 30, 2022 Item #2 Page 1 of 22 Options Staff provide the following options for the City Council’s consideration: 1. Adopt a resolution authorizing execution of an agreement with Sillman Wright Architects, a California corporation, to conduct a feasibility study for the Fire Department administration offices in an amount not to exceed $114,630 Pros • Staff determined that the proposal from Sillman Wright provided the best value to the city • Award of the agreement complies with applicable municipal code sections • Sufficient funding is available for the agreement Cons • None identified 2. Do not adopt a resolution authorizing execution of an agreement with Sillman Wright Architects, a California corporation, to conduct a feasibility study for the Fire Department administration offices in an amount not to exceed $114,630 Pros • None identified Cons • Delays improved fire administration operations due to continued multiple locations • Delays a decision where Fire Department administration offices could be consolidated • A similar solicitation for feasibility study services would likely result in the same design firm selection Staff recommend Option 1 for the City Council’s approval. Fiscal Analysis The project is currently funded from the General Capital Construction fund, and no additional funding is requested at this time. However, additional funding will be necessary if the City Council decides to proceed with additional design services after the study is complete. Fire Department Administration Offices Feasibility Study Capital Improvement Project No. 4089 Current appropriation $150,000 Current expenditures/encumbrances $695 Total available funding $149,305 Agreement with Sillman Wright Architects, a California corporation $114,630 Remaining balance $34,675 Next Steps Once the agreement is fully executed and a purchase order is issued, staff will schedule a project meeting with Sillman Wright and initiate the study. When the study has been completed, which is expected to be within six months, staff will return to the City Council for further direction. Aug. 30, 2022 Item #2 Page 2 of 22 Environmental Evaluation The City Planner has determined that the project is exempt from the California Environmental Quality Act under Guidelines Section 15306 − Information Collection, which consists of basic data collection, research, experimental management and resource evaluation activities which do not result in a serious or major disturbance to an environmental resource. These may be strictly for information gathering purposes, or as part of a study leading to an action which a public agency has not yet approved, adopted or funded and no exception to the exemption as set forth in CEQA Guidelines Section 15300.2 applies. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and it was available for public viewing at least 72 hours prior to the scheduled meeting date. Exhibit 1. City Council resolution Aug. 30, 2022 Item #2 Page 3 of 22 Exhibit 1 RESOLUTION NO. . A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING EXECUTION OF AN AGREEMENT WITH SILLMAN WRIGHT ARCHITECTS, A CALIFORNIA CORPORATION, TO CONDUCT A FEASIBILITY STUDY FOR THE FIRE DEPARTMENT ADMINISTRATION OFFICES WHEREAS, staff have considered the need for fire administration offices to co-locate Fire Department management and administrative staff; and WHEREAS, the city has developed the Fire Administration Offices Project, Capital Improvement Program, or CIP, Project No. 4089, or Project; and WHEREAS, staff developed a Request for Proposal, or RFP, for design services to evaluate the feasibility of constructing future offices at four locations; and WHEREAS, on May 6, 2022, the RFP was advertised and posted on the city website; and WHEREAS, on June 6, 2022, staff received proposals from five firms; and WHEREAS, Sillman Wright Architects, a California corporation, tendered a proposal in response to the RFP and was found to be the highest-ranked firm based on the city’s best-value selection criteria published in the RFP, and as provided in Carlsbad Municipal Code Sections 3.28.050 (D)(2) and 3.28.060(D); and WHEREAS, sufficient funding is available in the Project budget, and no additional appropriation is required at this time; and WHEREAS, the City Planner has determined that the project is exempt from the California Environmental Quality Act, or CEQA, under CEQA Guidelines Section 15306 Information Collection, which consists of basic data collection, research, experimental management, and resource evaluation activities which do not result in a serious or major disturbance to an environmental resource. These may be strictly for information gathering purposes, or as part of a study leading to an action which a public agency has not yet approved, adopted or funded and no exception to the exemption as set forth in CEQA Guidelines Section 15300.2 applies. Aug. 30, 2022 Item #2 Page 4 of 22 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the Mayor is authorized and directed to execute the professional services agreement with Sillman Wright Architects, a California corporation, in an amount not to exceed $114,630 for feasibility study services for the Fire Department Administration Offices project, CIP Project No. 4089, which is attached hereto as Attachment A. 3. That the City Manager is authorized to amend the agreement to extend the term for up to one year, or parts thereof. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the __ day of ________, 2022, by the following vote, to wit: AYES: NAYS: ABSENT: _____________________________________ MATT HALL, Mayor ______________________________________ FAVIOLA MEDINA, City Clerk Services Manager (SEAL) Aug. 30, 2022 Item #2 Page 5 of 22 PSA23-1916FAC City Attorney Approved Version 6/12/18 1 AGREEMENT FOR FIRE ADMINISTRATION OFFICES FEASIBILITY STUDY SERVICES SILLMAN WRIGHT ARCHITECTS THIS AGREEMENT is made and entered into as of the ______________ day of _________________________, 2022, by and between the City of Carlsbad, a municipal corporation, ("City"), and Sillman Wright Architects, a California corporation, ("Contractor"). RECITALS A.City requires the professional services of a consultant that is experienced in feasibility study services. B.Contractor has the necessary experience in providing professional services and advice related to feasibility study services. C.Contractor has submitted a proposal under RFP22-1826FAC 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 (1) year from the date first above written. The City Manager may amend the Agreement to extend it for one (1) additional one (1) year 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 not exceed one hundred fourteen thousand six hundred thirty dollars ($114,630). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. If the City elects to extend the Agreement, the amount shall not exceed twenty thousand dollars ($20,000) per Agreement year. 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". DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Attachment A Aug. 30, 2022 Item #2 Page 6 of 22 PSA23-1916FAC City Attorney Approved Version 6/12/18 2 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 against all claims, damages, losses and expenses including 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 required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 7 of 22 PSA23-1916FAC City Attorney Approved Version 6/12/18 3 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 (CGL) Insurance. Insurance written on an “occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 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 DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 8 of 22 PSA23-1916FAC City Attorney Approved Version 6/12/18 4 maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 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 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 For Contractor Name Steven Stewart Name Mark Baker Title Municipal Projects Manager Title Project Manager Department Public Works Address 7515 Metropolitan Drive, Suite 400 City of Carlsbad San Diego, CA 92108 Address 1635 Faraday Ave. Phone No. 619-294-7515 Carlsbad, CA 92008 Email mbaker@sillmanwright.com Phone No. 442-339-2938 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. DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 9 of 22 PSA23-1916FAC City Attorney Approved Version 6/12/18 5 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 categories. Yes ☒ No ☐ 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 this 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 DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 10 of 22 PSA23-1916FAC City Attorney Approved Version 6/12/18 6 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 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, 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. DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 11 of 22 PSA23-1916FAC City Attorney Approved Version 6/12/18 7 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. CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California SILLMAN WRIGHT ARCHITECTS, a California corporation By: By: (sign here) Matt Hall, Mayor Brett Tullis, President & Secretary (print name/title) ATTEST: By: (sign here) for Faviola Medina, City Clerk Services Manager Mark Baker, Vice-President (print name/title) 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 Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President 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: CINDIE K. McMAHON, City Attorney BY: _____________________________ Assistant City Attorney DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 12 of 22 PSA23-1916FAC City Attorney Approved Version 6/12/18 8 EXHIBIT “A” SCOPE OF SERVICES Item number Description Estimated not- to-exceed fee amount 1 Review of site, existing documents and site meetings as necessary $35,450 2 Conceptual design development and review $37,780 3 Conceptual cost estimating up to 3 times $12,520 4 Preliminary and final reports $23,880 Not to exceed reimbursable expense allowance $5,000 Total not-to-exceed fee $114,630 DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 13 of 22 6.4 projEcttEam PSA23-1916FAC - Exhibit "A" (cont'd) DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 14 of 22 6.4 Project Team SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22 KEY PERSONNEL QUALIFICATIONS AVAILABILITY Brett Tullis SILLMAN Principal Architect Brett has more than 26 years of architectural experience and has been a Principal at Sillman for more than 12 years. He has managed teams for State, County, and Municipal projects ranging from very small to over $300 million. As the current Architect of Record on the Carlsbad Police & Fire Headquarters project, he will provide leadership and guidance to the Project Manager, as well as the entire design team. 60% Julio Medina SILLMAN Project Manager Julio will utilize his experience of working with the City of Carlsbad to be the primary contact for the City Project Manager. With more than 12 years of architectural experience, Julio will bring a cohesiveness to the team by channeling his strong communication skills to effectively collaborate with clients, consultants, and colleagues, thus enabling teams to bring forward their best levels of performance. 90% Dustin Alamo GRIFFIN STRUCTURES Program Manager Dustin has more than 18 years of experience and is skilled at developing long-term facility plans, which incorporate future space requirements, phasing considerations, and capital funding mechanisms. With a formal background in architecture, he is knowledgeable in aspects of design. 50% Ariana Ramzian GRIFFIN STRUCTURES Sr. Program Analyst Ariana is an experienced program analyst and space planner with more than 10 years of relevant experience. Her background in providing needs assessments and auditing allows Ariana to effectively interview stakeholders, analyze data, and formulate conclusions and recommendations on operational efficiencies. 70% Ryan Craven GRIFFIN STRUCTURES Cost Estimator As a Certified Public Estimator, Ryan is an expert in value engineering and construction cost estimating, including conceptual, schematic design development, master-planning, and construction document phases. He is a skilled mediator, participating in change order preparation, validation, and negotiation. 40% PROJECT TEAM Our Design Team has a 45+ year history of working with a variety of civic clients. Working with us means Direct Principal Involvement, as well as continued collaboration with a refined and established team. Please see the appendix for detailed resumes of key personnel. | Team Summary Chart PSA23-1916FAC - Exhibit "A" (cont'd) DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 15 of 22 6.4 Project Team SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22 | Organizational Chart SILLMAN Principal Architect Brett Tullis SILLMAN Project Manager Julio Medina CITY PROJECT MANAGER CITY OF CARLSBAD SILLMAN Additional staff architects, designers, & support staff as needed CONSULTANTS PROGRAM MANAGERGriffin Structures Dustin Alamo SR. PROGRAM ANALYSTGriffin Structures Ariana Ramzian COST ESTIMATORGriffin Structures Ryan Craven PSA23-1916FAC - Exhibit "A" (cont'd) DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 16 of 22 SchEdulE6.5 PSA23-1916FAC - Exhibit "A" (cont'd) DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 17 of 22 MILESTONES DAYS DATE Project Award 08.2022 Kickoff Meeting 1 08.2022 Document Review 3 08.2022 Existing Site Utilization Survey 4 08.2022 Staff Interviews 7 08.2022 Space Needs Validation & Projections 21 09.2022 City Review & Comment 14 09.2022 Revised Space Validation Package 7 09.2022 Conceptual Design Development 21 10.2022 City Review & Comment 14 11.2022 Revised Conceptual Design 7 11.2022 Conceptual Statement of Probable Cost 7 11.2022 City Review & Comment 7 11.2022 Revised Conceptual Statement of Cost 7 11.2022 Prepare & Present Draft Preliminary Report 7 12.2022 City Review & Comment 14 12.2022 Holiday Break 7 12.2022 Revised Preliminary Report 7 01.2023 Final Preliminary Report 1 01.2023 TOTAL 156 PROJECT SCHEDULE TASK 1TASK 2TASK 3TASK 46.5 Schedule SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22 TENTATIVE SCHEDULE: We are providing a conceptual project schedule, which outlines the major project milestones and time frames, based off our decades of experience with civic projects. After thorough review of the current scope of work, we believe that 5-months will be necessary opposed to the proposed 4-months. This additional month provides an ample amount of time for the City to review and comment at each proposed milestone, offering 7-14 days for each phase, for a total of 49 days; it also includes 7-days set aside for the holiday break in December. When selected, our first priority will be to work with the City and Stakeholders to uncover the best path for achieving success in bringing the project to completion within the agreed upon schedule. CAPACITY: SILLMAN is a team comprised of 39 designers, architects, and flexible support staff. The deep roster and diverse experience of our team enables us to manage a variety of projects simultaneously, while always maintaining the high level of service that has made SILLMAN a multi- award-winning firm. As a local, medium-sized entity, we are detail- oriented advocates of open collaboration and shared information, offering Direct Principal Involvement to assure the best commitment of time and resources for each project. PRESENT WORKLOAD: Our current workload permits us to accept new projects while continuing to provide our clients with outstanding personal service. PSA23-1916FAC - Exhibit "A" (cont'd) DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 18 of 22 SILLMAN | 7515 Metropolitan Drive, Ste. 400, San Diego, CA 92108 | btullis@sillmanarch.com Cost Proposal | SILLMAN Feasibility Study and Conceptual Design Services City Fire Administration Building City of Carlsbad | June 6, 2022 | sillmanarch.com PSA23-1916FAC - Exhibit "A" (cont'd) DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 19 of 22 6.6 ProPosedFees PSA23-1916FAC - Exhibit "A" (cont'd) DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 20 of 22 COMPANIES (EST) HOURS AMOUNTS SILLMAN 380 $60,380 Griffin Structures 258 $49,250 (Not-To-Exceed) Reimbursables N/A $5,000 FEE SUMMARY TASKS AMOUNTS 1. Review of Site, Review of ExistingDocuments, and Meeting with Staff $35,450 2. Conceptual Design Developmentand Review $37,780 3. Preliminary Cost Estimating $12,520 4. Preliminary and Final Report $23,880 FEE SUMMARY BY TASK TOTAL $114,630 6.6 Proposed Fees SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22 | Not-To-Exceed PSA23-1916FAC - Exhibit "A" (cont'd) DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 21 of 22 ROLES HOURLY RATES Principal Architect $220 Project Manager $180 Design Lead $150 Project Administrator $110 SILLMAN ROLES HOURLY RATES Program Manager $205 Senior Program Analyst $190 Cost Estimator $165 GRIFFIN STRUCTURES 6.6 Proposed Fees SILLMAN | FEASIBILITY STUDY & CONCEPTUAL DESIGN SERVICES | RFP22-1826FAC | 6.6.22 | Hourly Rates PSA23-1916FAC - Exhibit "A" (cont'd) DocuSign Envelope ID: 1FE88157-D91A-4F11-B6D0-F791F3A639A9 Aug. 30, 2022 Item #2 Page 22 of 22