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HomeMy WebLinkAbout2022-12-13; City Council; ; Agreement with Atkins North America Inc., dba Faithful+Gould, to provide Citywide Facility Condition Assessment and Facility System Asset Inventory ServicesCA Review _RK__ Meeting Date: Dec. 13, 2022 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Charles Balteria, Program Manager charles.balteria@carlsbadca.gov, 442-339-2949 Subject: Agreement with Atkins North America Inc., dba Faithful+Gould, to provide Citywide Facility Condition Assessment and Facility System Asset Inventory Services Districts: All Recommended Action Adopt a resolution authorizing execution of an agreement with Atkins North America Inc., dba Faithful+Gould, to provide citywide facility condition assessment and facility system asset inventory services in an amount not to exceed $291,173. Executive Summary Staff are recommending preparation of a citywide facility condition assessment for buildings owned by the city to best maintain the physical condition and value of the facilities, and to develop budgets and prioritize resources. A facility condition assessment measures a building’s condition, functionality and infrastructure against its intended use. The assessments typically determine the need for renewal or replacement of a building and its infrastructure systems (e.g., heating/cooling, electrical, utilities, exterior envelopes). This assessment will help the Fleet and Facilities Department fulfill its responsibility to care for and maintain 45 city-owned facilities totaling more than 100 buildings and 700,000 square feet, as shown in the location map in Exhibit 2. The City Council is being asked to approve the agreement with Faith+Gould because Carlsbad Municipal Code Section 3.28.070(D)(5) requires council approval to award contracts for the procurement of goods and/or services that will cost the city more than $100,000 per agreement year. Discussion A facility condition assessment is a process of measuring the physical condition and functional performance of a building and its infrastructure. The facility condition assessment will help staff Dec. 13, 2022 Item #9 Page 1 of 27 identify potential annual funding levels for facilities maintenance and prioritize the capital improvements and major repairs necessary to maintain the facilities at a desired service level. Staff recommend entering into an agreement with Faithful+Gould to compile data on facility conditions to prioritize maintenance projects and forecast budget expenditures. The city is also buying a digital asset management software program, Cartegraph Enterprise Asset Management system to track and manage city-owned assets. (The City Council approved the purchase Oct. 18, 2020.). The data collected during the facility system asset inventory will provide critical information necessary to geolocate – using GPS and IP addresses – each serviceable and fixed facility system asset within updated geo-referenced facility floorplans. This will enable the city to use the new enterprise asset management software to its fullest potential to track energy efficiency upgrades, equipment useful life and service records. The data from the facility system asset inventory will be imported into the city’s new enterprise asset management software to track asset conditions, work history and replacement costs. On July 27, 2022, the city requested proposals from qualified firms to conduct a facility condition assessment and facility system asset inventory. Seven proposals were received on Sept. 1, 2022. A selection panel of staff evaluated and ranked the proposals in accordance with established guidelines and rules and in keeping with Carlsbad Municipal Code sections 3.28.050(D)(2) – Procurement of goods, and 3.28.060 – Procurement of Professional Services. The selection panel ranked the proposal from Faithful+Gould as the best value and negotiated a scope of work with associated fees not to exceed $291,173. The agreement will be in effect for one year from the effective date. It is recommended that the city manager may amend the agreement to extend the term for up to two additional one- year periods. Options Staff provide the following options for the City Council’s consideration: 1. Adopt a resolution authorizing execution of an agreement with Faithful+Gould to provide citywide facility condition assessment and facility system asset inventory services in an amount not to exceed $291,173 Pros • Staff determined Faithful+Gould’s proposal provides the best value to the city • Sufficient funding is available for this agreement, and the project can be started as soon as possible • The city will have all information necessary to implement the new enterprise asset management software for city-owned facilities Cons • None identified Dec. 13, 2022 Item #9 Page 2 of 27 2. Do not adopt a resolution authorizing execution of agreement with Faithful+Gould to provide citywide facility condition assessment and facility system asset inventory services Pros • None identified Cons • Rejection of all proposals will delay implementation of the new EAM software for city-owned facilities • Additional solicitation efforts will require additional time and expenditures 3. Request staff renegotiate the scope of work for the project Pros • Some budget savings could be achieved by reducing the scope of work Cons • Altering the scope of work may delay or impede implementation of the new EAM software for city-owned facilities • Additional negotiation efforts will require additional time and expenditures Staff recommend Option 1. Fiscal Analysis Sufficient funding is available in the Capital Improvement Program's Infrastructure Replacement Fund, Miscellaneous Building Improvements project 47231. No additional appropriation is required. Environmental Evaluation Awarding an agreement for citywide facility condition assessment and facility system asset inventory services does not qualify as a project under the California Environmental Quality Act under CEQA Guidelines Section 15378. It does not result in a direct or any reasonably foreseeable indirect physical change 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 scheduled meeting date. Exhibits 1. City Council resolution 2. Location map Dec. 13, 2022 Item #9 Page 3 of 27 RESOLUTION NO. 2022-284 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING AN AGREEMENT WITH ATKINS NORTH AMERICA, INC., DBA FAITHFUL+GOULD, TO PROVIDE CITYWIDE FACILITY CONDITION ASSESSMENT AND FACILITY SYSTEM ASSET INVENTORY SERVICES WHEREAS, the City Council of the City of Carlsbad, California has determined that it is necessary, desirable and in the public interest to award a services agreement for citywide facility condition assessment and facility system asset inventory services; and WHEREAS, staff issued a Request for Proposals, or RFP, in July 2022, soliciting proposals to provide citywide facility condition assessment and facility system asset inventory services; and WHEREAS, on Sept. 1, 2022, seven proposals were received and deemed responsive; and WHEREAS, staff reviewed and ranked the proposals against best-value evaluation criteria consistent with Carlsbad Municipal Code Sections 3.28.0S0(D)(2) and 3.28.060; and WHEREAS, staff determined that the proposal that offered the best value to the city was submitted by Atkins North America, Inc., dba Faithful+Gould; and WHEREAS, sufficient funding for the agreement for citywide facility condition assessment and facility system asset inventory services for the initial term of the agreement of one year is available. 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 hereby authorized and directed to execute the services agreement with Atkins North America, Inc., dba Faithful+Gould, in an amount not to exceed $291,173, attached hereto as Attachment A, for citywide facility condition assessment and facility system asset inventory services. 3.That the City Manager is hereby authorized to amend the agreement to extend the term for up to two additional one-year periods, or parts thereof. Exhibit 1 Dec. 13, 2022 Item #9 Page 4 of 27 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 13th day of December, 2022, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta, Norby. None. None. MATT HALL, Mayor /Ju FAVIOLA MEDINA, City Clerk Services Manager-f' -(SEAL) Dec. 13, 2022 Item #9 Page 5 of 27 Attachment A PSA23-2031 FAC AGREEMENT FOR CITY WIDE FACILITY CONDITION ASSESSMENT AND FACILITY SYSTEM ASSET INVENTORY SERVICES ATKINS NORTH AMERICA, INC. OBA FAITHFUL+GOULD 11.W"THIS AGREEMENT is made and entered into as of the -�-"----day ofD t � , 2022 , by and between the City of Carlsbad, California, a municipal corporation ("City") and Atkins North America, Inc., a Florida corporation d.b.a. Faithful+Gould ("Contractor"). RECITALS A.City requires the professional services of a consultant that is experienced in city wide facility condition assessment and facility system asset inventory. B.Contractor has the necessary experience in providing professional services andadvice related to city wide facility condition assessment and facility system asset inventory. C.Contractor has submitted a proposal to City under RFP23-1888FAC 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 inaccordance 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 whileexercising 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 two (2) additional one (1)year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor'sperformance, 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.COMPENSATIONThe total fee payable for the Services to be performed during the initial Agreement term will be two hundred ninety-one thousand one hundred seventy-three dollars ($291,173.00). 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 8/2/2022 Dec. 13, 2022 Item #9 Page 6 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 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 attorney’s 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 Dec. 13, 2022 Item #9 Page 7 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 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 Dec. 13, 2022 Item #9 Page 8 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 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 Charles Balteria Name Dean M. Leonard Title Program Manager Title Project Manager Department Public Works Address 12544 High Bluff Drive, Suite 300 City of Carlsbad San Diego, CA 92130 Address 405 Oak Ave. Phone No. 480-286-5705 Carlsbad, CA 92008 Email dean.leonard@fgould.com Phone No. 760-802-7530 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. Dec. 13, 2022 Item #9 Page 9 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 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. City may terminate this Agreement by tendering thirty (30) days written notice to Contractor. Contractor may terminate this Agreement by tendering thirty (30) days written notice to City. In the event of termination of this Agreement by either party 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. Dec. 13, 2022 Item #9 Page 10 of 27 □ PSA23-2031FAC City Attorney Approved Version 8/2/2022 6 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 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. Dec. 13, 2022 Item #9 Page 11 of 27 PSA23-2031 FAC 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 ATKINS NORTH AMERICA, INC., a Florida corporation d.b.a. Faithful+Gould By: By: (sign here) Dean M. Leonard, Vice- President (print name/title) (sign here) Susan C. Reinhardt, Chief Financial Officer (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of C · · a By: Matt Hall, Mayor ATTEST: f!)0 for Faviola Medina, City Clerk Services Manager 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: CINDIE K. McMAHON BY: __ o=·IA,...:;.,:;t.:..:.:·1..,:._:k:.....:... . ....:....~~=IA,~- city Attorney City Attorney Approved Version 8/2/2022 Dec. 13,2022 7 Item #9 Page 12 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 8 EXHIBIT “A” SCOPE OF SERVICES Facility Condition Assessment and Facility System Asset Inventory Contractor shall provide all tools, materials and labor to provide citywide facility condition assessment and facility system asset inventory services for the city owned facilities identified in EXHIBIT B. Incremental payments shall be based on the completion and acceptance of work identified in Tasks 1-4 in accordance with the Vendor Proposed Cost of Services chart EXHIBIT C. Task 1: Facility Condition Inspection Consultant will visually inspect each facility listed in Exhibit “B” and note physical or operational deficiencies. The building systems captured in the inspection shall include, but are not limited to: • Site Systems (pavements, site concrete, lighting, retaining walls, fencing, site grading, storm water drainage features, and the parking area) • Structural Systems • Roof Systems • Building Exterior Elements (exterior wall systems, window and door systems) • Mechanical, Electrical, Plumbing (MEP) Systems • Security, Fire and Life Safety Systems • Conveyance Systems • Interior Finishes (walls, floors, ceilings, counters) Energy Conservation Measures Contractor shall identify energy conservation measures as part of their data collection process and analyze opportunities where energy conservation measures can be made. Contractor will identify the cost of recommended upgrades and typical annual energy savings with simple payback within Task 2. Task 2: Compile Information & Report Consultant will prepare a comprehensive report detailing the inspection findings. At a minimum, the following information is anticipated to be required for each facility inspected: 1. Facility Characteristics a. Facility Name and physical location. b. The square footage of the building and size of the property (square feet or acres). c. The buildings age or approximate age in years. d. An inventory of all building systems with each system component quantified as a count, area, a length, and/or a height. The consultant shall use whichever measurement is most appropriate for each facility system. Dec. 13, 2022 Item #9 Page 13 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 9 2. Current Conditions a. Provide an assessment of the current conditions of each building system. b. Consultant shall note all deficiencies observed during the inspection and provide recommendations to repair or replace these components to restore optimal condition. c. Provide an expenditure forecast for each facility of non-routine maintenance expenditures anticipated over the next 10 years with aggregate value greater than $1,000. 3. Useful Life a. Estimate the average remaining useful life of each facility listed in Exhibit B. The useful life is the time period the facility will be in use before being replaced. 4. Replacement Cost a. Estimate the replacement cost for each facility listed in Exhibit B based on the current costs for design, construction, and other pertinent factors. Consultant will also define the appropriate type of inflationary factor useful in projecting future replacement cost in US dollars. 5. Facility Condition Index Score a. Consultant will compute a Facility Condition Index Score comparing the estimated costs of repairs to the projected cost to replace the facility. The City will use this information to budget capital improvements/repairs for future years. Consultants must provide a detailed description of the methodology proposed for assigning the Facility Condition Index Scores. Task 3: Floor Plan Update The Consultant will use City provided floorplans in JPEG, PDF and AutoCAD formats to produce updated floorplans for each facility. The floorplans are to be delivered in PDF and AutoCAD.dwg (2014 or newer) file format. Floorplans delivered in AutoCAD .dwg format will be georeferenced using NAD 1983 StatePlane California VI FIPS 0406 (US Feet) WKID 2230 coordinates. The purpose is to leverage this data for importing into the City’s ArcGIS platform. Each floor plan feature, i.e., building footprint, exterior walls, interior walls, windows, doors, interior partitions (cubicles), columns, stairs, elevators, room areas, floor areas, roof type areas will be on separate layers within each .dwg. Each building will use the same layering schema with each building feature being on an different layer. /// /// /// /// Dec. 13, 2022 Item #9 Page 14 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 10 Task 4: Facility System Asset Inventory The Consultant will prepare a detailed Facility System Asset Inventory with photographs of major fixed facility system assets with replacement values over $1,000. The Facility System Asset Inventory shall include the following information and any additional pertinent information required by the city to manage and maintain the facility system asset. All Asset Classes • City Asset No. (provided by the city) • System ID (If any) • Description • Location • Floor • Manufacturer • Model No. • Serial No. • Install date • Expected Useful Life Replacement Date • Warranty Start/Expire Roof Systems • Roof Area Square Footage • Roof Application • Deck Type • Insulation Type • Cover Board Type • Overflow Scuppers Size • Base Flashing Type • Cap Flashing Type • Perimeter Enclosure Type HVAC • SEER Rating • BTU Capacity • Energy Type Plumbing • Gallons Capacity • Gallons Capacity Per Minute • BtuH Electrical • Capacity • Voltage Conveyance Systems • Load Capacity • Drive System Type Interior Finishes • Floor Types in Square Footage Dec. 13, 2022 Item #9 Page 15 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 11 Deliverable Format Facility System Asset information will be delivered in a SQL Server ver.xx relational database. Assets will be identified with unique asset ID’s and will include related building and site ID’s. Relevant equipment information as described above will be included in each asset record. Separate tables for each asset type will be used. Assets will be located on city provided ArcGIS geodatabase floor plans. All assets are to be located using point geometry. Mapping equipment networks like HVAC ducting, electrical circuits, plumbing, etc., are not a part of this scope. A geodatabase schema will be provided by the City as a reference. Assets will be located using NAD 1983 StatePlane California VI FIPS 0406 (US Feet) WKID 2230 coordinates and will include the floor number or roof designation. The Consultant will apply a city provided .75’’ x 2’’ Asset Label with barcode near the Manufacture’s Name Plate or other visible location on the corresponding asset pursuant to city provided directions. Dec. 13, 2022 Item #9 Page 16 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 12 EXHIBIT “B” Facility List Facility Address Facility Type Sq. Ft. Built Site Alga Norte Community Park 6565 Alicante Road Recreation 17,414 2014 32 Acres Building 1, Showers/ Pump Room 5,780 Building 2, Administration 3,043 Building 3, Showers/Meeting/Grill 5,255 Building 4, Ticket Booths 200 Building 5, Shop/Office 1,215 Building 6, Snack Bar/Restroom 1,131 Building 7, Restroom 790 Aviara Community Park 6435 Ambrosia Lane Recreation 4,666 2006 24 Acres Aviara Overlook Catering Facility 6438 Ambrosia Lane 967 2019 East Restroom 1,361 West Restroom 1,053 Maintenance Shop and Office 1,285 Bauer Lumber Building (New Village Arts) 2787 State Street Leased Property 9,750 pr 1950 9,750 sq. ft. Main Building 9,750 Beach Restroom - Pine 3251 Ocean Street Recreation 432 1997 432 sq. ft. Restroom 432 Beach Restroom - Tamarack 3901 Carlsbad Blvd Recreation 509 pr 1970 509 sq. ft. Restroom 509 Calavera Community Park 2997 Glasgow Drive Recreation 20,353 1989 21 Acres Community Center 19,471 Snack Bar/Restroom 882 Chase Field 3349 Harding Street Recreation 783 est.1965 124,848 sq. ft Snack Bar/Restroom 783 Dec. 13, 2022 Item #9 Page 17 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 13 Facility Address Facility Type Sq. Ft. Built Site City Hall Complex 1200 Carlsbad Village Drive Administration 16,000 1968 3.85 Acres North Wing 8,500 South Wing 5,000 City Council Chambers 2,500 Cole Library 1250 Carlsbad Village Drive Library 25,033 1967 118,500 sq. ft. Main Building 25,033 Dove Library 1775 Dove Lane Library 73,537 1999 196,000 sq. ft. Main Building 76,537 Elmwood House 1255 Elmwood Ave Administration 2,358 60s 12,075 sq. ft. Main Building 2,358 Faraday 1635 Faraday Ave Administration 68,000 2000 6.68 Acres Main Building 68,000 Farmers Claims Building 2351 Faraday Ave Public Safety 6,100 1981 Main Building 6,100 Fire Station No. 1 1275 Carlsbad Village Drive Public Safety 7,348 1965 21,518 sq. ft. Station House 4,756 Butler Building 2,592 Fire Station No. 2 1906 Arenal Public Safety 10,858 2022 Fire Station No. 3 3465 Trail Blazer Way Public Safety 11,311 2014 2.314 Acres Station House 10,858 Hose Tower 453 Fire Station No. 4 6885 Batiquitos Lane Public Safety 3,718 1986 21,900 sq. ft. Station House 3,718 Fire Station No. 5 2540 Orion Way Public Safety 15,421 1988 81,000 sq. ft. Station House 12,709 Hose Tower 612 Dec. 13, 2022 Item #9 Page 18 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 14 Facility Address Facility Type Sq. Ft. Built Site Storage 2,100 Fire Station No. 6 7201 Rancho Santa Fe Rd Public Safety 6,712 2008 32,000 sq. ft. Station House 6,252 Apparatus Garage 460 Fleet Service Center 2480 Impala Drive Public Safety 10,540 1986 21,900 sq. ft. Shop and Office 10,540 Harding Community Center 3096 Harding Street Recreation 11,168 1940's 27,500 sq. ft. Main Building 2,669 "D" Building 760 Auditorium 4,872 Rec Hall 2,867 Hidden Canyon Park 2685 Vancouver Street Recreation 676 2006 96,449 sq. ft.. Restroom 676 Holiday Park 3235 Eureka Place Recreation 5,276 pr 1950 5.9 Acres Holiday House 3235 Eureka Place 822 pr 1960 Kruger House 3215 Eureka Place Pre-School 1,226 pr 1960 Scout House 3225 Eureka Place 2,144 pr 1950 West Restroom 3200 Pio Pico Drive 608 1995 East Restroom 3200 Pio Pico Drive 476 1960's La Costa Canyon Park 3020 Pueblo Street Recreation 402 1980 95,400 sq. ft. Restroom 402 Laguna Riviera Park 4900 Kelly Drive Recreation 302 1973 87,850 sq. ft. Restroom 302 Las Palmas Building (MiraCosta College) 2075 Las Palmas Leased Property 22,627 1986 85,840 sq. ft. Main Building 22,627 Leo Carrillo Ranch Historic Park 6200 Flying LC Ln Historic 15,259 1937 27 Acres Barn (Visitor Center) 1,200 Dec. 13, 2022 Item #9 Page 19 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 15 Facility Address Facility Type Sq. Ft. Built Site Cabana (Restrooms) 1,587 Cantina 488 Caretaker's House (Staff Office) 1,108 Carriage House 892 Carrillo Parks Trailer (Modular) 158 Chicken Coop Restrooms 892 2018 Deedie's House 520 Caretaker's House Restrooms 406 Hacienda 2,766 Park Residence (Modular) 1,660 2003 Stable 3,582 Library Learning Center 3368 Eureka Place Library 16,193 2008 44,660 sq. ft. Learning Center 11,393 Modular Pre-School 4,800 Magee Park 258 Beach Historic 5,451 2.1 Acres Magee House 2,416 pr 1900 Barn 720 1896 Heritage Hall 2650 Garfield 1,442 pr 1920 Granary 2659 Garfield 470 1887 Block House 258 Beach Street 403 1960's Monroe Street Pool 3401 Monroe Street Recreation 3,787 1981 88,700 sq. ft. Aquatics Building 2,665 Equipment Building 1,122 CMWD Operations 5950 El Camino Real Operations 18,212 1989 6.09 Acres Office Building 13,010 Warehouse 5,202 Parks Yard 1166 Carlsbad Village Dr Operations 4,012 1950's 44,200 sq. ft. Dec. 13, 2022 Item #9 Page 20 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 16 Facility Address Facility Type Sq. Ft. Built Site Greenwood House 892 pr 1950 Breakroom 960 Modular Office 1,440 Parks Fertilizer Shed 720 Pine Avenue Community Park 3333 Harding Street Recreation 18,245 7.7 Acres Community Center 3209 Harding Street 18,000 2018 Restroom 245 Poinsettia Community Park 6600 Hidden Valley Road Recreation 1,832 1996 42 Acres North Restrooms 587 South Restroom 808 East Restroom 596 2022 Ballfield Storage 437 Public Works Operations 405 Oak Ave Operations 9,950 1950's 22,500 sq. ft. Office Building 3,688 Modular Building 1,844 Leadman Office 2,136 Sign Shop 2,282 Railroad Depot 400 Carlsbad Village Drive Historic 1,566 pr 1900 33,460 sq. ft. Main Building 1,566 Recycled Water Facility 6220 Avenida Encinas Operations 4,356 2006 Main Building 4,356 Police & Fire Headcounters 2560 Orion Way Public Safety 55,027 1986 162,000 sq. ft. Main Building 55,027 Safety Training Center 5750 Orion St Public Safety 45,501 2012 4.06 Acres Building S 36,697 Building C 6,558 Building R 2,246 Dec. 13, 2022 Item #9 Page 21 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 17 Facility Address Facility Type Sq. Ft. Built Site Senior Center 799 Pine Ave Recreation 31,895 1989 131,120 sq. ft. Main Building 31,895 Stagecoach Community Park 3420 Camino de los Coches Recreation 20,630 1987 28 Acres Community Center 18,268 East Restroom 864 West Restroom 1,053 Maintenance Shop and Office 445 Dec. 13, 2022 Item #9 Page 22 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 18 EXHIBIT “C” VENDOR PROPOSED COST OF SERVICES Facility Task 1 Fee Task 2 Fee Task 3 Fee Task 4 Fee Total Fee Alga Norte Community Park Building 1, Showers/ Pump Room 435.00 1,595.00 783.00 435.00 $3,248 Building 2, Administration 435.00 1,595.00 783.00 290.00 $3,103 Building 3, Showers/Meeting/Grill 435.00 1,595.00 783.00 435.00 $3,248 Building 4, Ticket Booths 145.00 1,015.00 715.00 145.00 $2,020 Building 5, Shop/Office 290.00 1,015.00 788.00 290.00 $2,383 Building 6, Snack Bar/Restroom 290.00 1,015.00 788.00 290.00 $2,383 Building 7, Restroom 145.00 1,015.00 788.00 145.00 $2,093 Aviara Community Park Aviara Overlook Catering Facility 145.00 1,015.00 788.00 145.00 $2,093 East Restroom 145.00 1,595.00 503.00 290.00 $2,533 West Restroom 145.00 1,595.00 788.00 290.00 $2,818 Maintenance Shop and Office 145.00 1,595.00 788.00 290.00 $2,818 Bauer Lumber Building - New Village Arts Main Building 435.00 2,755.00 1,773.00 435.00 $5,398 Beach Restroom - Pine Restroom 145.00 1,595.00 788.00 145.00 $2,673 Beach Restroom - Tamarack Restroom 145.00 1,595.00 788.00 145.00 $2,673 Calavera Community Park Community Center 435.00 2,755.00 83.00 435.00 $3,708 Snack Bar/Restroom 145.00 1,015.00 788.00 145.00 $2,093 Chase Field Snack Bar/Restroom 145.00 1,595.00 788.00 145.00 $2,673 City Hall Complex North Wing 290.00 1,595.00 503.00 435.00 $2,823 South Wing 290.00 1,595.00 503.00 290.00 $2,678 City Council Chambers 290.00 1,595.00 503.00 290.00 $2,678 Cole Library Main Building 580.00 3,045.00 783.00 435.00 $4,843 Dove Library Main Building 1,160.00 4,205.00 783.00 580.00 $6,728 Elmwood House Main Building 290.00 1,595.00 1,068.00 290.00 $3,243 Dec. 13, 2022 Item #9 Page 23 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 19 Facility Task 1 Fee Task 2 Fee Task 3 Fee Task 4 Fee Total Fee Faraday Main Building 1,160.00 4,205.00 783.00 580.00 $6,728 Farmers Claims Building Main Building 435.00 2,175.00 1,773.00 435.00 $4,818 Fire Station No. 1 Station House 435.00 1,595.00 503.00 290.00 $2,823 Butler Building 290.00 1,595.00 1,068.00 290.00 $3,243 Fire Station No. 2 Main Building 435.00 1,595.00 503.00 435.00 $2,968 Fire Station No. 3 Station House 435.00 1,595.00 503.00 435.00 $2,968 Hose Tower 145.00 1,015.00 788.00 145.00 $2,093 Fire Station No. 4 Station House 290.00 2,175.00 503.00 290.00 $3,258 Fire Station No. 5 Station House 435.00 2,900.00 503.00 435.00 $4,273 Hose Tower 145.00 1,885.00 788.00 145.00 $2,963 Storage 290.00 1,595.00 1,068.00 290.00 $3,243 Fire Station No. 6 Station House 435.00 2,175.00 503.00 435.00 $3,548 Apparatus Garage 145.00 1,015.00 788.00 145.00 $2,093 Fleet Service Center Shop and Office 435.00 2,900.00 503.00 435.00 $4,273 Harding Community Center Main Building 290.00 1,595.00 1,068.00 290.00 $3,243 "D" Building 145.00 870.00 788.00 145.00 $1,948 Auditorium 290.00 2,175.00 1,068.00 290.00 $3,823 Rec Hall 290.00 2,175.00 1,068.00 290.00 $3,823 Hidden Canyon Park Restroom 145.00 1,595.00 788.00 145.00 $2,673 Holiday Park Holiday House 145.00 1,450.00 503.00 145.00 $2,243 Kruger House 435.00 1,595.00 503.00 290.00 $2,823 Scout House 435.00 2,175.00 503.00 290.00 $3,403 West Restroom 145.00 1,450.00 788.00 145.00 $2,528 East Restroom 145.00 870.00 788.00 145.00 $1,948 La Costa Canyon Park Restroom 145.00 1,305.00 228.00 145.00 $1,823 Laguna Riviera Park Restroom 145.00 1,305.00 228.00 145.00 $1,823 Dec. 13, 2022 Item #9 Page 24 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 20 Facility Task 1 Fee Task 2 Fee Task 3 Fee Task 4 Fee Total Fee Las Palmas Building (MiraCosta College) Main Building 580.00 3,045.00 83.00 435.00 $4,143 Leo Carrillo Ranch Historic Park Barn (Visitor Center) 290.00 1,450.00 788.00 290.00 $2,818 Cabana (Restrooms) 290.00 1,450.00 788.00 290.00 $2,818 Cantina 145.00 870.00 788.00 145.00 $1,948 Caretaker's House (Staff Office) 290.00 1,450.00 788.00 290.00 $2,818 Carriage House 145.00 870.00 788.00 145.00 $1,948 Carrillo Parks Trailer (Modular) 145.00 870.00 715.00 145.00 $1,875 Chicken Coop Restrooms 145.00 870.00 788.00 145.00 $1,948 Deedie's House 145.00 870.00 788.00 145.00 $1,948 Caretaker's House Restrooms 145.00 870.00 788.00 145.00 $1,948 Hacienda 290.00 1,450.00 1,068.00 290.00 $3,098 Park Residence (Modular) 290.00 1,450.00 788.00 290.00 $2,818 Stable 290.00 1,450.00 1,068.00 290.00 $3,098 Library Learning Center Learning Center 290.00 1,450.00 1,773.00 435.00 $3,948 Modular 290.00 1,450.00 1,068.00 290.00 $3,098 Magee Park Magee House 435.00 1,595.00 83.00 290.00 $2,403 Barn 290.00 870.00 788.00 145.00 $2,093 Heritage Hall 435.00 1,885.00 788.00 290.00 $3,398 Granary 290.00 870.00 788.00 145.00 $2,093 Block House 290.00 870.00 788.00 145.00 $2,093 Monroe Street Pool Aquatics Building 290.00 1,595.00 503.00 290.00 $2,678 Equipment Building 145.00 1,015.00 788.00 290.00 $2,238 CMWD Operations Office Building 435.00 2,755.00 503.00 435.00 $4,128 Warehouse 290.00 1,015.00 503.00 435.00 $2,243 Parks Yard Greenwood House 290.00 870.00 788.00 145.00 $2,093 Breakroom 290.00 870.00 788.00 145.00 $2,093 Modular Office 290.00 870.00 788.00 290.00 $2,238 Parks Fertilizer Shed 145.00 580.00 788.00 145.00 $1,658 Pine Avenue Community Park Community Center 435.00 2,755.00 1,773.00 435.00 $5,398 Restroom 145.00 870.00 715.00 145.00 $1,875 Dec. 13, 2022 Item #9 Page 25 of 27 PSA23-2031FAC City Attorney Approved Version 8/2/2022 21 Facility Task 1 Fee Task 2 Fee Task 3 Fee Task 4 Fee Total Fee Poinsettia Community Park North Restrooms 145.00 1,160.00 788.00 145.00 $2,238 South Restroom 145.00 1,305.00 788.00 145.00 $2,383 Ballfield Storage 145.00 1,450.00 788.00 145.00 $2,528 East Restroom 145.00 1,160.00 741.00 145.00 $2,238 Public Works Operations Office Building 290.00 1,595.00 503.00 290.00 $2,678 Modular Building 290.00 1,595.00 503.00 290.00 $2,678 Leadman Office 290.00 1,595.00 503.00 290.00 $2,678 Sign Shop 290.00 1,595.00 503.00 290.00 $2,678 Railroad Depot Main Building 290.00 1,595.00 788.00 290.00 $2,963 Recycled Water Facility Main Building 435.00 1,595.00 1,068.00 290.00 $3,388 Police & Fire Headquarters Main Building 580.00 4,205.00 783.00 580.00 $6,148 Safety Training Center Building S 580.00 3,045.00 783.00 435.00 $4,843 Building C 435.00 1,595.00 1,773.00 435.00 $4,238 Building R 290.00 1,595.00 1,068.00 290.00 $3,243 Senior Center Main Building 580.00 4,205.00 783.00 435.00 $6,003 Stagecoach Community Park Community Center 435.00 1,595.00 503.00 435.00 $2,968 East Restroom 145.00 870.00 788.00 145.00 $1,948 West Restroom 145.00 870.00 788.00 290.00 $2,093 Maintenance Shop and Office 145.00 870.00 788.00 145.00 $1,948 Totals $ 29,435.00 $ 159,210.00 $ 75,413.00 $ 27,115.00 $291,173 Note: Total agreement not to exceed $291,173.00 Dec. 13, 2022 Item #9 Page 26 of 27 c=J District 1 c=J District 2 c=J District 3 c=J District 4 • Facilities Buildings Exhibit 2 -l'�'�e D,,. • -arlsba�. ,,, . Tamarack41, • I ai "C -V iu 0 .!: u u'.i • � o<:-e,a(\(\ • • • !!! College�\ ,0 • 9'>,.: o� �o ii,-4irQO(l 41,,� --�,<) Encinitas • • ii /it u ;:;; November 8, 2022 Facility Building Points Map by: N. Johnson - ti Vista � � .. •• � faraday4i, • Poinsettia Ln Alga Rd • • � '<"' �ancho Sa(\'1.-i, • • San Marcos 1 =====Mile Dec. 13, 2022 Item #9 Page 27 of 27 Oceanside