HomeMy WebLinkAbout2018-09-11; City Council; Resolution 2018-166RESOLUTION NO. 2018-166
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING EXECUTION OF AN AGREEMENT WITH WLC
ARCHITECTS, INC. TO PROVIDE ARCHITECTURAL AND ENGINEERING DESIGN
SERVICES FOR THE FIRE STATION NO. 4 ADDITION, PROJECT NO. 4740, FOR
AN AMOUNT NOT TO EXCEED $225,920.
EXHIBIT 1
WHEREAS, the City Council of the City of Carlsbad, California has determined that staff requires
the assistance of an architectural and engineering design firm to evaluate design options and site
constraints, prepare a Conditional Use Permit and cost estimates and provide construction
administration services for the Fire Station No. 4 Addition, Project No. 4740 (Project); and
WHEREAS, the Public Works Department has solicited a Request for Proposals (RFP) for
architectural and engineering design services for the Project; and
WHEREAS, staff has received a total of five responses to the RFP and has conducted a
qualifications-based evaluation of the five proposals received under Carlsbad Municipal Code section
3.28.0G0(A); and
WHEREAS, staff has identified WLC Architects, Inc. (WLC) as the most qualified firm for the
Project; and
WHEREAS, staff and WLC have negotiated the scope of work and associated fee for an amount
not to exceed $225,920 to provide architectural and engineering design services for the Project; and
WHEREAS, the City Council has determined that sufficient funds are currently available for this
request.
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 Agreement with WLC to
provide architectural and engineering design services for the Fire Station No. 4 Addition,
Project No. 4740, in the amount not to exceed $225,920, which is attached hereto as
Attachment A.
September 11, 2018 Item #4 Page 4 of 42
EXHIBIT 1
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 11th day of September, 2018, by the following vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None.
(SEAL)
September 11, 2018 Item #4 Page 5 of 42
PSA 19-509TRAN
AGREEMENT FOR ARCHITECTURAL AND ENGINEERING DESIGN SERVICES
FOR FIRE STATION NO. 4 ADDITION
WLC ARCHITECTS, INC.
GREEMENT is made and entered into as of the \ l\.;tY\.,-day of
--~....,._.,w.L--"'--"'-.L.:....11...F:....,::_--, 2018, by and between the CITY OF CARLSBAD, a municipal
"City"), and WLC ARCHITECTS, INC., a California corporation, ("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in
architectural and engineering design services.
B. Contractor has the necessary experience in providing professional services and
advice related to architectural and engineering design services for expanding a fire station.
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 eighteen (18) months from the date
first above written. The City Manager may amend the Agreement to extend it for two (2) additional
six (6) months periods 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 twenty-five thousand, nine hundred and twenty dollars ($225,920). 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 fifty thousand dollars ($50,000) 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".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and 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
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line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
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
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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
Name Steven Stewart
Title Municipal Projects Manager
Department Public Works
City of Carlsbad
Address 1635 Faraday Av
Carlsbad, CA 92008
Phone No. 760-602-7543
For Contractor
Name Kelley Needham
Title Principal
Address 8163 Rochester Ave, Ste 100
Rancho Cucamonga, CA 91730-
0729
Phone No. 909-987-0909
Email kelley@wlcarchitects.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.
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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 IZ! No D
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 b~ 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
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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.
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
WLC ARCHITECTS, INC., a car
corporation
.:?r~~7"-.. ere) ~,\~~~ (print name/title)/
CITY OF CARLSBAD, a municipal
corporation of the State of California
By~ 111/L
~Hai.Mayor
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
I~
BY: -~~~::::::=::=:=~~~-
Deputy City Attorney
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PSA 19-509TRAN
EXHIBIT "A"
SCOPE OF SERVICES
Architectural and Engineering Services for Fire Station No. 4 Addition
service Task 1; Pceconstryctjon Seryjces
Task 1.1 As-built Conditions Evaluation
Review structural evaluation, as-built documentation and existing drawings and physically
inspect the condition of the building, to understand the current condition of the structure, roof,
HVAC, lighting and electrical power capacity and load. The renovation design must take into
consideration the fact that the building must comply with the California Essential Services
Building Seismic Safety Act.
Task 1.2 Schedule
Develop a project schedule for review with the city's Municipal Project Manager. Project
schedule should have city planning, permitting, preconstruction and construction milestones.
Interruptions to firefighting procedures and relocation, as needed, should be taken into
consideration.
Task 1.3 Preliminary Construction Cost Estimate
Develop an estimate of probable construction cost and identify any recommended refinements
or modifications that can be incorporated into the final bid documents to ensure that the projects
can be constructed within the established budget.
Task 1.4 Conditional Use Permit
Conduct civil and environmental engineering studies and reports as necessary per city
guidelines and complete a Conditional Use Permit for the project with a schematic level design.
Task 1.5 Schematic Design
Develop a schematic level design process that is based on the building structural evaluation in
Task 1.1 above, site inspection work and user group input. Schematic drawings shall be
submitted to the City for review at periodic stages of completion and incorporate the use of the
city's title block standard. The drawings shall be submitted electronically in PDF format for review
by the city's project team.
Service Task 2: Design Development
Task 2.1 Construction Documents
Upon city approval of schematic design drawings, develop the design and construction
documents inclusive of technical specifications. Construction drawings shall be submitted to the
City for review at 75%, 90%, and 100% completion levels using the city's title block standard.
The drawings shall be submitted electronically in PDF format for review by the city's project team
at each completion level and when final version is approved, Consultant shall make appointment
with city for design review and 3rd party plan check per directions on city website.
During design review, Consultant shall incorporate additional edits required. Once design
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drawings are approved by city and 3rd party plan check, an electronic submittal of the 100%
drawings in .pdf format shall be made.
The City will develop and submit the "front end" (e.g., Invitation to Bid, General Provisions) of the
bid document package to the Consultant for review and comment. Technical specification
sections in Master Specification format shall be prepared by Consultant and submitted with 90%
and 100% drawing submittals.
All specification submittals shall be made electronically in Microsoft Word format, the most current
version held by the City.
Task 2.2 Furnishings, Fixtures & Equipment (FF&E)
The Consultant shall identify FF&E for the facility, including any items recommended to be
procured outside of the construction contract. FF&E materials shall be identified in the technical
specifications.
Task 2.3 Construction Cost Estimate
Refine the preliminary cost estimate developed in Task 1.3 as design is developed.
Recommended refinements or modifications that can be incorporated into the final design
documents to ensure that the project can be constructed within the established budget. Provide
this cost estimate with the 75% and 90% construction drawing submission.
Task 2.4 Bidding Phase
Provide pre-construction management and administration support services during the project
bidding phase, which includes, but is not limited to, pre-bid meeting attendance with city's
Municipal Project Manager, answering questions from bidders as necessary and preparing
responses for addendums, and evaluation of contractor bids.
Service Task 3: Construction Administration and Project Closeout
Task 3.1 Contract Administration
The Consultant shall be responsible for timely review and return of submittals, shop drawing
and Request(s) for Information (RFI}, and periodic site visits during to the course of the work to
note progress of the work.
Task 3.2 Contractor's Claims and Change Orders
Assist the City's Municipal Projects Manager with negotiating all claims to an agreed
contractor/consultant/city conclusion. Prepare written justification and cost estimates for each
change that requires design modifications or clarifications, including revisions to the drawings,
details and specifications.
Provide support to the city in resolving claims and disputes. This shall include: written responses
to Contractors and private parties, giving depositions, assisting with arbitration and litigation,
serving as an expert witness, investigating claims for damages by private sources, design
services for replacement of damaged work, and services made necessary by Contractor default.
Task 3.3 Project Closeout
Prepare a detailed project punch list when the construction work has been substantially
completed . Upon correction of deficiencies, schedule, coordinate and conduct a final walk-
through prior to the acceptance of work with the city. Review and certify that the contractor's
project record drawings are complete and accurate.
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SCHEDULE OF SERVICES AND FEES
Service Task 1 -Preconstruction and CUP $60,220
Service Task 2 -Desian Development $115,200
Service Task 3 -Construction Administration and Project Closeout $48,000
SUBTOTAL $223,420
Reimbursable Allowance $2,500
TOTAL NOT-TO-EXCEED FEE FOR SERVICES $225,920
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EXHIBIT A PSA19-509TRAN
Scope of Services
A. BASIC ARCHITECTURAL SERVICES
The following is a list of the basic activities and services anticipated for your new project. The scope
has been divided into the five phases typically associated with architectural services:
1. Schematic Design Phase
The first and perhaps most important task during the Schematic Design Phase will be to establish
and determine the best approach to the design of the primary systems in the project. The
architectural program shall be developed. Alternative configurations shall be quickly explored in
order to evaluate the best opportunities. A design concept shall be formulated in order to provide
a sound basis for subsequent planning and design decisions to occur. The design concept shall be
utilized to evaluate advantages and disadvantages of each potential alternative. Site and
programmatic factors, aesthetic quality, cost, and other key factors related to the project shall be
utilized in order to form the basis of an evaluation. Through a variety of informal meetings with the
project committee, a schematic design concept shall be established.
During the Schematic Design Phase for your project, the following tasks and deliverables been
identified:
A. Existing Conditions
The condition of the existing facility will be evaluated by the design team.
B. Master Site Plan
A master site plan shall be prepared in order to describe all major site components and to
illustrate the overall site planning concept for the project. All structures, parking areas, and
circulation components shall be identified. Areas of future expansion and/or future phasing
shall also be defined.
C. Preliminary Floor Plan
A preliminary floor plan shall be prepared.
D. Exterior Elevations
Exterior elevations shall be prepared to illustrate all major reviews of the project. Elevations
shall be drawn to depict scale, character, architectural vocabulary, and shall be
delineated to communicate the aesthetic qualities of the project.
E. Schematic Design Opinion of Cost
A preliminary opinion of construction costs shall be prepared and included with the
summary report.
F. Project Schedule
A comprehensive project schedule shall be prepared. The project schedule shall include
anticipated time frames for each phase of the project as well as any other milestones
required by the City and Fire Department.
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2. Design Development Phase
After completion of the Schematic Design Phase, the design of the project shall be advancedinto
more detailed refinement by initiating the Design Development Phase. Our Design Teamshall
prepare design development documents consisting of drawings, outline specifications, design
calculations, material/equipment submittals, fixture cuts, and a design development opinion of
estimated construction cost. Architectural, structural, electrical, and mechanical systems shall be
further detailed and analyzed. Preliminary drawings shall be prepared for each of these systems
and options which may exist shall be evaluated.
During the Design Development Phase, requirements for cabinets, casework, hardware, and
related specialties shall be determined. A preliminary furniture plan shall be prepared indicating
usage and furniture layout of every work station, office, and support space. Final selection of
materials, textures, and colors shall occur. The Design Development Phase is essentially the time
when preliminary design proposals are refined to a level of detail and developed to a state such
that final construction documents can be initiated. The Design Development Phase is the time
when all final decisions pertaining to the proposed project are evaluated and finalized.
During the Design Development Phase, the following tasks and deliverables have been identified:
A. Design Development Plans
Design development drawings shall be prepared in order to fix and describe the size and
character of the entire project including architectural, structural, mechanical, and electrical
design features. A list of furniture, fixtures, and equipment will be developed and coordinated
with the bid documents.
B. Outline Specifications
Outline specifications shall be prepared in order to identify and define the materials and
system components selected for the project. Outline specifications shall be prepared in
summary outline form based on CSI format.
C. Basis of Design
A technical manual shall be assembled to organize product literature and data for all
materials, equipment, and fixtures selected for the project.
D. Building Code Analysis
Drawings, diagrams, and calculations shall be prepared based upon all applicable building
codes having jurisdiction over the project. A preliminary occupancy and exiting plan shall be
prepared to identify the type of construction, type of occupancy, required fire
rating/separation, and location/number of exits required.
E. Design Development Opinion of Cost
An opinion of construction cost shall be prepared to reflect the scope and anticipated
construction costs as reflected by the design development documents.
F. Project Schedule
An updated project schedule shall be prepared and submitted.
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EXHIBIT A PSA 19-509TRAN
3. Construction Document Phase
The final Construction Document Phase of the project generally consists of the preparation of the
construction documents to include final drawings, specifications, calculations, and final cost
estimates. Our proposal includes complete and comprehensive architectural and engineering
services required to execute the entire project. Specifically, we have included the following
disciplines:
• Architectural
• Civil Engineering
• Structural Engineering
• Mechanical Engineering
• Electrical Engineering
During this phase, the Contract Documents are prepared setting forth in detail the requirements for
the construction of the project. General conditions, instructions to bidders, and all special
requirements are defined, and when combined with the various trade specifications, a complete
project manual is produced.
During the Construction Document Phase final cost studies shall be prepared. A detailed opinion of
construction cost shall be prepared at the point where final plans and specifications are
approximately 50% complete. Once construction documents have almost been completed, a
revised opinion of cost shall be prepared at the level of approximately 90% completion. Allowable
construction costs will be consistently monitored during the entire process in order to minimize the
possibility of requiring major refinement or modification due to budgetary limits.
The following tasks are specifically proposed for the project:
A. Construction Drawings
Final construction drawings shall be prepared in order to describe and identify the spaces,
sizes, volume, and location in detail for the construction of the project.
B. Project Manual
A project manual shall be prepared to include all instructions to bidders, bidding forms,
general conditions, supplementary special conditions, and the construction trade sections
for the project. The project manual provides detailed technical information pertaining to the
administration of the contract for construction, materials and equipment to be furnished,
acceptable manufacturers, and the requirements for executing the work.
C. Final Design Calculations
Final design calculations shall be prepared and submitted with the final plans and
specifications for review and approval by governing agencies having jurisdiction over the
project. Structural calculations, hydrology/drainage calculations, and mechanical/electrical
(Title 24 Energy Compliance) shall be completed during this phase.
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EXHIBIT A PSA 19-509TRAN
D. Opinion of Cost
A detailed opinion of construction costs shall be prepared at the point where plans and
specifications are approximately 50% complete. A second cost opinion shall be prepared at
the 90% completion point in order to address any refinement or modification occurring
during the preparation of the construction documents. The cost opinion shall be prepared
utilizing specific area and quantity take-offs applied to labor and material cost, and shall
include allowance for general conditions, Contractor's profit and overhead, and
contingencies.
E. Final Plan Check
All final plans, specifications, and supporting calculations shall be submitted to appropriate
agencies having jurisdiction over the project. The final construction documents shall be
revised and amended in order to reflect any plan check requirements, and at this time,
construction documents will be ready for competitive bidding.
4. Bidding Phase
During the Bidding Phase, the Architect shall provide administrative support services to assist the
City in obtaining competitive bids for the proposed project. Notices Inviting Bids shall be distributed
to local construction plan rooms. The Architect shall respond to any questions, clarifications, or
conflicts which may arise in the form of written addenda to the contract documents. At this time,
requests for substitutions may be considered if allowed by the contract documents. The Architect
shall assist the City with an evaluation of the bids received and make a recommendation for
award of the contract for construction.
The following services for the Bidding Phase of the project are proposed:
A. Bidding Procedures and Administration
The Architect shall assist the City with the Bidding Phase of the project. Questions,
clarifications, or conflicts arising out of the bidding process will be resolved by addenda
prepared by the Architect. Addenda to the contract for construction shall be prepared in
writing to document any clarification or modification made to the contract documents.
B. Evaluation of Bid Proposals
Upon receipt of all bid proposals, a review and evaluation shall be conducted by the
Architect. The completeness of each bid proposal shall be evaluated whenever
consideration exists to award to the proposing contracting entity. The completeness of the
bid proposal, proposed subcontractors, affidavit of signature and other special bid proposal
requirements shall be reviewed by both the City and the Architect.
C. Notice to Award Construction Contract
Upon the completed review of appropriate bid proposals, the Architect shall provide a
recommendation for consideration regarding the potential award of the contract for
construction.
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EXHIBIT A PSA 19-509TRAN
5. Construction Administration Phase
The Architect shall conduct job site meetings at two week intervals in order to generally review and
evaluate the construction schedule, monitor weekly performance, review quality control
standards, and provide assistance for any clarification or revision to the contract for construction.
Shop drawings and related submittals shall be reviewed and returned to the Architect for
appropriate action. The Contractor's requests for information, proposal requests, and related
communications shall be attended to on a regular basis. Contractor's pay requests shall be
reviewed by the Architect on a monthly basis in accordance with the amount of work completed
and in accordance with the contract documents. At every job site meeting, minutes shall be
prepared, published and distributed by the Architect to all parties concerned, specifically noting
current action items and related responsibilities. Upon completion of the Construction Phase the
Architect shall organize and conduct a final walk-through and review. A final punch list for all
required corrections and remaining work shall be prepared.
During the Construction Phase of the project, the following services shall be furnished:
A. Preconstruction Conference
A preconstruction conference shall be organized and conducted by the Architect to brief
all parties concerned with general and special requirements of the contract for construction.
Procedural matters, routing of information, and project representatives shall be defined.
Attendees shall include representatives from the Fire Department, the Architect, the
Contractor, and all major subcontractors.
B. Job Site Meetings
Job site meetings at two week intervals shall be scheduled and conducted by the Architect
for the same day and time through the duration of the project. Scheduling, coordination,
requests for information, and changes to the contract for construction are routinely
monitored. The Architect shall publish and distribute a field report for each job site meeting,
documenting the progress of construction and specifically noting current and delinquent
action items.
C. Submittal and Shop Drawing Review
The Architect shall review all required shop drawings and related submittals as required by
the contract documents.
D. Project Closeout
At the completion of the Construction Phase a final job site meeting and review of the entire
facility shall be conducted. A final punch list will be published and distributed by the
Architect to all parties concerned, specifically noting required corrections, non-conforming
work, and work remaining to be completed. A second walk-through shall be conducted
when all punch list items have been corrected, at which time a Final Notice of Completion
shall be filed by the City.
E. Record Documents
A set of final record documents will be created from the Contractor's as-built drawings.
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EXHIBIT A PSA 19-509TRAN
8. SITE SPECIFIC SERVICES
The following items are not typically found in the basic scope of architectural services. Based on
the specifics of your site and our experience with projects of this type, we believe the following
additional services will also be required:
A. Topographical Survey
A complete on-site Topographical and Boundary Survey shall be furnished by the Design
Team. The size, area, and overall configuration of the site area shall be accurately defined
noting all existing conditions, improvements, utilities, and adjacent relationships.
B. Geotechnical Investigation
A Geotechnical Investigation shall be furnished by the design team. The soils report shall be
reviewed in order to determine existing soils conditions, soils characteristics, water table
relationship to known seismic faults, and overall soils suitability for the proposed project.
Specific recommendations shall be made for soils preparation related to the construction of
footings, foundations, slabs, and various pavement sections.
C. Hazardous Material Survey
A survey of each existing facility will be conducted in order to determine the presence of
asbestos, lead, and miscellaneous toxic materials.
D. Environmental Engineering/CUP
Task 1: Categorical Exemption
The exemptions that will likely be applicable to the proposed project is Class 1 (Minor
Alteration of Existing Structures) CEQA Guidelines Section 15301,
Class 1 consists of the operation, repair, maintenance, permitting, leasing, or minor
alteration of existing public or private structures, facilities, mechanical equipment, or
topographical features, involving negligible or no expansion of use beyond that existing at
the time of the lead agency's determination. Examples include but are not limited to
Additions to existing structures provided that the addition will not result in an increase of
more than 50 percent of the floor area of the structures before the addition, or 2,500 square
feet, whichever is less, or 10,000 square feet if the project is in an area where all public
services and facilities are available to allow for maximum development permissible in the
General Plan and the area in which the project is located is not environmentally sensitive.
Task 1.1: Draft Categorical Exemption
Administrative Draft: Chambers Group will determine the appropriate Categorical
Exemption fo the proposed project per Article 19 of the CEQA Guidelines and will prepare
the supporting statements and required forms for filing of the Categorical Exemption.
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EXHIBIT A PSA 19-509TRAN
Prepare an Administrative Draft NOE, including an attachment which details the following:
• Project Location
• Existing Conditions
• Description of Project
• Applicability of Exempt Status
• Analysis of the Applicability of Exceptions to Exemptions
• References
Deliverables: One (1) hard copy and one (1) electronic PDF copy of the Administrative
Draft Categorical Exemption for City review.
Task 1.2: Final Categorical Exemption
Prepare/Distribute Categorical Exemption: After receipt of one set of integrated
comments on the Administrative Draft Categorical Exemption from the City, Chambers
Group will revise the Categorical Exemption accordingly. Chambers Group will file the
Categorical Exemption with the State Clearinghouse and the County Clerk.
Deliverables: Three (3) hard copies and one electronic PDF copy of the Categorical
Exemption will be provided to WLC. Once final, one (l) Categorical Exemption to be
filed with the OPR and the County Clerk.
Task 2: Coastal Development Permit Waiver
Task 2.1 : Draft CDP Waiver
Chambers Group will draft a request for a Coastal Development Permit (CDP) De
Minimus Waiver that will outline the Applicant, Location, Proposed Development,
Background, Project Description, and Rationale for why the proposed development will
not adversely impact coastal resources, public access, or public recreation opportunities
and is consistent with past Commission actions in the area and the policies in Chapter 3
of the California Coastal Act.
Task 2.2: Final CDP Waiver
After receipt of one set of integrated comments on the Draft CDP Waiver from the City,
Chambers Group will revise the CDP Waiver accordingly. Chambers Group will submit
the CDP Waiver to WLC for submittal to the City.
Deliverables: Three (3) hard copies and one electronic PDF copy of the CDP Waiver will
be provided to WLC.
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EXHIBIT A PSA 19-509TRAN
Fee Breakdown
Your contract with WLC will mark a purposeful investment in your facilities. We are here to make sure that
you consider that investment to be a good one, with significant returns. WLC is extremely flexible when it
comes to the fee structure that best suits each new commission. We want the City and Fire Department to
feel that you are getting both a quality architectural product and excellent professional services at a fair
market price.
In an effort to better define our fee proposal, we have broken it down into the following components:
A. Basic Architectural Fee
B. Site Specific Fees
C. Total Fee
D. Fee Structure
E. Reimbursables
F. Items Excluded
G. Hourly Rate Schedule
A description of each component is as follows:
A. BASIC ARCHITECTURAL FEE
Our fee for basic architectural services will be a fixed lump sum and includes the following disciplines:
• Civil Engineering
• Architectural Design
• Structural Engineering
• Mechanical Engineering
• Electrical Engineering
For the purposes of establishing a fee, we have assumed a construction budget of $1 ,600,000.00. The
fee will be adjusted to correspond to any increases in the project scope/budget. A breakdown of our
proposed fee is as followed:
PHASE OF SERVICE
Schematic Design
Design Development
Construction Documents
Bidding
Construction Administration
SUBTOTAL BASIC ARCHITECTURAL FEE
Reimbursable Allowance
TOTAL BASIC ARCHITECTURAL FEE
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19
FEE
$ 28,800.00
19,200.00
96,000.00
9,600.00
38,400.00
$ 192,000.00
2,500.00
$ 194,500.00
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EXHIBIT A PSA 19-509TRAN
B. SITE SPECIFIC FEES
The following items are unique to each site and not typically found in the basic scope of architectural
services. Based on our experience and interpretation of the information available, we believe the
following services will also be required:
TASK
Geotechnical Report
Hazardous Material Assessment
Topographical Survey
CUP /Environmental Engineering
TOTAL SITE SPECIFIC FEES
C. TOTAL FEE
The following is the total of all fees:
SERVICE
Basic Architectural Services
Site Specific Services
TOTAL FEE
D. FEE STRUCTURE
The total fee will be structured in phases as follows:
PHASE OF SERVICE
Task 1 -Preconstruction Services
CUP/Environmental Engineering
Geotechnical Report
Hazardous Material Assessment
Topographic Survey
Schematic Design
Task 2 -Design Development
Design Development
Construction Documents
Task 3 -Bidding and Construction
Bidding
Construction Administration
SUBTOTAL
REIMBURSABLE ALLOWANCE
TOTAL FEE
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$
$
$ s
FEE
$ 13,000.00
4,000.00
10,000.00
4,420.00
$ 31,420.00
FEE
$ 194,500.00
31,420.00
$ 225,920.00
FEE
4,420.00
13,000.00
4,000.00
10,000.00
28,800.00
19,200.00
96,000.00
9,600.00
38,400.00
223,420.00
2,500.00
225,920.00
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September 11, 2018 Item #4 Page 25 of 42
EXHIBIT A PSA 19-509TRAN
E. REIMBURSABLES
Items required or requested by the City, Fire Department, or approving agency will be invoiced as
reimbursable without markup on monthly intervals. Reimbursables generally include the following:
1. Bulk paper copy.
2. Printing/Mylars.
3. Express or overnight mail/courier service.
F. ITEMS EXCLUDED
The following is a list of items which are excluded from our scope of services or are not anticipated to
be required. However, these services can be included, if requested, or once additional information is
known:
1. Items not specifically indicated in our scope of work.
2. Landscape Architecture.
3. Foundation Systems: Our fee assumes typical spread footings in average soil conditions. Any other
type of foundation system would not be considered within our scope of work.
4. Any and all documentation related to storm water quality or quantity for the development of this
project. This includes, but is not limited to the preparation of the following new or revised reports
and related drawings: Drainage Study, Hydrology Study, Water Quality Management Plan (WQMP),
Hydromodification Plan, and Storm Water Pollution Prevention Plan.
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EXHIBIT A PSA19-509TRAN
G. HOURLY RATE SCHEDULE
For additional services, the following hourly rates are proposed for the basis of negotiating scope
modifications which may be necessary for the project. Hourly rates include mark-up that will be applied
to all fees. Reimbursable costs for reprographic services, computer plotting, and printing will be negotiated
at the time additional services are requested.
CIVIL ENGINEER
Principal Civil Engineer
Principal Land Surveyor
Project Engineer
Project Manager
Engineering Design
Design Draftsman
Draftsman
Technical Support
ARCHITECT
Principals of Firm
Associate Principal/Director
Associate/Coordinator
Senior Project Architect
Senior Project Manager
Project Architect
Project Manager
Technical Level I
Technical Level II
Technical Support
STRUCTURAL ENGINEER
Principal Engineer
Project Engineer
Chief Draftsman
Draftsman
Technical Support
Carlsbad Fire Station 4
$150.00
$150.00
$120.00
$105.00
$105.00
$100.00
$ 95.00
$ 80.00
$240.00
$210.00
$210.00
$190.00
$190.00
$160.00
$160.00
$110.00
$110.00
$ 90.00
$175.00
$150.00
$110.00
$ 90.00
$ 75.00
22
ELECTRICAL ENGINEER
Principal
Project Manager
Project Engineer
Design Engineer
Designer/CA DD Technician
Jr. Designer/CA DD Technician
CA DD Technical/Drafter
Technical Support
MECHANICAL ENGINEER
Principal
Associate Principal
Senior Project Manager
Project Manager
Senior Project Engineer
Project Engineer
Senior Design Engineer
Design Engineer
Senior Designer
Designer
CAD Designer
CAD Technician
Administrative
Word Processor
ENVIRONMENTAL
Senior Director
Director/Program Manager
Senior Project Manager
Project Manager
Project Controls Specialist
Project Assistant/Tech. Editor
Word Processor
Clerical/Technician
$175.00
$135.00
$125.00
$ 95.00
$ 90.00
$ 80.00
$ 70.00
$ 50.00
$225.00
$205.00
$195.00
$185.00
$170.00
$150.00
$135.00
$125.00
$115.00
$105.00
$100.00
$ 80.00
$ 75.00
$ 65.00
$210.00
$193.00
$155.00
$131.00
$ 85.00
$ 79.00
$ 68.00
$ 55.00
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