HomeMy WebLinkAboutAGENDA REPORT 2004 1103 CC REG ITEM 09DITEM • •
CITY OF MOORPARK, CALIFORNIA
City Council Meeting
of
MOORPARK CITY COUNCIL ACTION:
AGENDA REPORT LZ
TO: The Honorable City Council
FROM: Hugh R. Riley, Assistant City Mana e
BY:
DATE: October 22, 2004 (CC Meeting of November 3, 2004)
SUBJECT: Consider Award Contract Totaling $762,276 for Design
of the City Hall /Civic Center to GKK Corporation
DISCUSSION
The City Council has listed among the City's top ten priority
projects, the construction of a new City Hall /Civic Center. On
November 7, 2001, the City Council approved a Development and
Financing Plan for new civic facilities including the City Hall,
Police Services Center, and Public Works /Parks Corporation Yard.
Sites for these new facilities were identified in the plan and
the City's Redevelopment Agency owns or has acquired much of the
property necessary for the project. The general site location is
the area between the current Civic Center and County Library and
West High Street and between Moorpark Avenue and the drainage
channel.
In May 2004, staff invited 70 Architectural firms to submit
proposals for the design and development of site alternatives
for the project as well as the design of the new facility. The
City received proposals from seventeen architectural firms.
Those submitting proposals were:
A.J. Lumsden and Associates
Architects West
GKK /DLR Corporation
Gonzales Goodale Architects
HMC Architects
JBZ Architecture + Planning
Jenkins /Gales & Martinez, Inc.
Kruger Bensen Ziemer Architects
Leach Mounce Architects
Leo A Daly
MDA Johnson Favaro
Rachlin Architects
Robbins, Jorgensen &
Christopher
Martinez Architects, Inc.
Roesling Nakamura
WLC Architects, Inc.
WWCOT
Honorable City Council
November 3, 2004
Page 2
U
A Review Committee consisting of the Assistant City Manager,
Community Development Director, Public Works Director, City
Engineer and Senior Management Analyst for Emergency Management
and Special Projects, conducted a preliminary evaluation of each
of the proposals with regard to the following criteria:
1. The firm's understanding of the project
2. The Architect's approach and methodology for the project
3. The schedule for the project's development
4. The relevant experience of the firm
5. The architect's consideration for the site conditions and
concerns
6. The architect's creativity and sensitivity to the City's
needs
7. Stated exceptions to the City's proposed agreement for
services
S. The overall presentation provided by the design team
The proposals were ranked by the committee based on the above
criteria and the firms ranked among the top seven were invited
to make a presentation to the committee. The firms invited were
GKK /DLR Corporation, Gonzales Goodale Architects, Leach Mounce,
Martinez Architects, Inc., Robbins, Jorgensen & Christopher, WLC
Architects, Inc., and WWCOT.
To measure and compare the proposed level of effort for the
project, each of the invited firms were asked to submit a report
showing the staff and number of hours assigned for each of the
tasks involved in the planning and design scope of work. In
evaluating the firms and their interview presentations, the
committee considered the level of effort as well as factors
similar to those used in the initial ranking but examined these
factors in greater detail. Specific emphasis was given to each
firm's demonstrated understanding and approach to the project,
particularly the architect's understanding of the City's desire
to enhance downtown Moorpark as the civic center of the City.
The achievement of this goal through the siting and design of
the new City Hall /Civic Center was a significant factor in the
ranking.
The interview panel selected GKK /DLR Corporation as the top
candidate firm. References were contacted and staff began
negotiations for a proposed agreement for services and
compensation. The terms of the agreement have now been finalized
and a not -to- exceed fee of $762,276 is included in the
agreement. The fee includes consultant costs for engineering and
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Honorable City Council
November 3, 2004
Page 3
geotechnical consultants, a $2,500 allowance for reimbursable
expenses, and $18,000 for a model, if requested by the City.
ABOUT GKK /DLR
Established in 1991, GKK is a California Corporation based in
Newport Beach. Since 2002, GKK Corporation has teamed with DRL
Group to provide programming and design services as GKK /DLR
(DBA). GKKGOVERNMENT, a division of GKK Corporation, is
headquartered in Pasadena. GKK /DLR offers their clientele
architectural design services with extensive experience in the
government sector. With a philosophy of providing services that
create value for projects, GKK /DLR has maintained a reputation
of providing unparalleled service, commitment to schedule,
attention to quality and a flexible approach to addressing the
specific needs of each project. GKK staff includes Professional
Architects, Space Planners, Facility Analysis Specialists,
ADA /Code Specialists, Project Managers, Schedulers, Cost and
Quality Control Specialists, and LEED Certified professionals.
GKK is the architect of record on all GKK /DLR projects and
secures all contractual obligations with the client.
GKK /DLR and their project team have designed or participated in
the design for the new construction or renovation of Civic
Centers and City Halls for West Sacramento, San Juan Capistrano,
Corona, Simi Valley, Los Angeles, Apple Valley, Lancaster, Daly
City, and Santa Ana.
PROJECT BUDGET
The Approved Capital Improvement Budget for F.Y. 2004 -05
includes sufficient funds for this contract work for the
remainder of the current Fiscal Year. The design work and
construction of the new facility will span the next two Fiscal
Years.
The design costs of $762,276 and the estimated construction cost
for the new facility of $11,500,000, along with the costs for
site clearance, pending and completed land acquisition, permits,
inspection and project management (projected to be an additional
$3,143,324) establishes a total project budget of $17,786,648.
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Honorable City Council
November 3, 2004
Page 4
OPERATING COSTS
A major consideration for the City Hall /Civic Center project is
the projected on -going operating and maintenance costs. The
design phase of the project will include the preparation of a
report to estimate the annual cost to operate and maintain the
new facility. In addition, all feasible resource conservation
design practices will be employed and, to the extent possible,
energy and water use efficient materials, fixtures, and
equipment will be utilized.
PROJECT DEVELOPMENT SCHEDULE
Staff estimates that the project will take approximately 36
months to complete. Based on a November 3, 2004 contract award.
It is estimated that the new City Hall /Civic Center will be
ready for occupancy in January 2008. A proposed Project
Development Schedule is included with this report as Attachment
2.
STAFF RECOMMENDATION (Roll Call Vote)
Award a contract to GKK Corporation in the amount of $762,276
for the Design of the City Hall /Civic Center, authorize the City
Manager to execute said contract subject to final language
approval by the City Manager and the City Attorney
Attachment: 1. Agreement for Professional Design Services
2. Proposed Project Development Schedule
�� ::134..)42
ATTACHMENT 1
AGREEMENT BETWEEN THE CITY OF MOORPARK AND GKK CORPORATION
FOR ARCHITECTURAL DESIGN AND CONSULTING SERVICES FOR NEW
CITY HALL /CIVIC CENTER
THIS AGREEMENT is made and entered into on this day
of 1 2004, in the County of Ventura, State of
California, by and between the City of Moorpark, a
municipal corporation, hereinafter referred to as "City ",
and GKK Corporation hereinafter referred to as `Architect ".
WITNESSETH
WHEREAS, in March 2004, City distributed a Request for
Qualifications and Proposals for Design Development
services for a New City Hall /Civic Center facility; and
WHEREAS, pursuant to said request, Architect submitted
a proposal to provide such services, which was accepted by
City.
NOW THEREFORE, in consideration of their mutual
promises, obligations and covenants hereinafter contained,
the parties hereto agree as follows:
1. TERM - The term of this Agreement shall be from the
date this Agreement is made and entered, as first
written above, until the completion of services and
acceptance by the City of the deliverable products and
services as specified in Exhibit B. If construction of
the project is deferred by the City, or the approved
construction schedule is extended through no fault of
the Architect, the Architect may request the
termination or renegotiation of the agreement.
2. INCORPORATION B
all attachments
incorporated in
Y REFERENCE - Exhibits A, B and
or sub - exhibits thereto are
and made part of this Agreement.
C and
hereby
3. CITY OBLIGATIONS - For furnishing services as
specified
Architect
therefore,
schedule
made part
in this Agreement, City will pay and
shall receive as full compensation
a total sum based on the compensation
shown in Exhibit "A ", attached hereto and
of this Agreement. City will provide a
M
5
complete A.L.T.A. or C.A.L.T.A. property and
topographic /architectural survey identifying all
existing construction, trees and other physical
elements on the site. Payments to the Architect shall
be made within thirty -five (35) days after receipt of
an original invoice and back up materials from the
Architect and acceptance of the invoice and back up by
the City. Invoices will be considered accepted, if
not rejected within 15 days of receipt by the City.
ARCHITECT'S OBLIGATIONS - For and in consideration of
the payments and agreements herein before mentioned to
be made and performed by City, Architect agrees with
City to provide services as specified and to do
everything required by this Agreement, the said
Request for Qualifications, Proposal, and Exhibits A,
B, and C attached hereto. Architect shall review,
coordinate and approve the work of all consultants
retained by Architect. Architect shall be responsible
for all work performed by said consultants (a) as
being complete, (b) as meeting City's and Architect's
requirements, and (c) as if it had been performed by
Architect. Without limiting the generality of the
foregoing, Architect warrants on behalf of itself and
all subcontractors engaged for the performance of this
Agreement, that only persons authorized to work in the
United States, pursuant to the Immigration Reform and
Control Act of 1986 and other applicable laws, shall
be employed in the performance of the work hereunder.
HOLD HARMLESS AND INDEMNIFICATION - Architect shall
hold harmless, indemnify, and defend City and all of
its officers, employees, servants, project
coordinator, and agents from any claim, demand,
damage, liability, loss, cost, or expense for any
damage whatsoever, including but not limited to death
or injury to any person and injury to any property,
resulting from misconduct, negligent acts, errors or
omissions of Architect or any of its officers,
employees, servants, or agents in the performance of
this Agreement, except such damage as is caused by
negligence of the City of any of its officers,
employees, servants, project coordinator or agents.
6. INSURANCE - Architect agrees to insure CITY and its
officers, employees, servants and agents while acting
within the scope of duties under this Agreement
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against all claims arising out of, or in connection
with, this Agreement. Architect shall secure from a
company with an A.M. Best rating of not less than A:
VII doing insurance business in the United States, pay
for, and maintain in full force and effect for the
duration of this Agreement, a policy of comprehensive
liability insurance and shall furnish a Certificate of
Insurance and an Endorsement to the City Manager
before the execution of this Agreement by City.
Notwithstanding any inconsistent statement in the
policy of any subsequent endorsement attached thereto,
the protection offered by the policy shall be
generally as follows:
Description of Coverage
a) General Comprehensive
Liability (Must be written
on an occurrence form and
include bodily injury and
property damage)
Limits of Coverage
$2,000,000
Combined
Single Limit
b) Automobile Liability for owned $1,000,000
autos and non - owned /hired autos
(Must be written on an occurrence
form)
C) Professional Liability /Errors $1,000,000
& Omissions Per Claim &
Aggregate
d)
Worker's
Compensation
Statutory
e)
Employer's
Liability
Statutory
Architect shall provide Commercial General Liability
Insurance using Insurance Services Office "Commercial
General Liability" policy form CG 00 01 or the exact
equivalent. Defense costs must be paid in addition to
limits. There shall be no cross liability exclusion
for claims or suits by one insured against another.
Limits are subject to review but in no event less than
$2,000,000 per occurrence. Coverage 6 a) and b) shall
also include an additional insured endorsement, using
form No. CG 2010 11 85, covering the City, its agents,
g '�a 4-5
consultants, project coordinator, and employees, and
all of the foregoing insurance shall have attached a
rider whereby it is provided, in a format acceptable
to City, in the event of expiration, reduction or
proposed cancellation of such policy for any reason
whatsoever, that City shall be notified by registered
mail, postage prepaid, return receipt requested, not
less than thirty (30) days before expiration,
reduction or cancellation is effective, or 10 days for
non - payment of premium.
Professional Liability or Errors and Omissions
Insurance as appropriate shall be written on a policy
form coverage specifically designed to protect against
acts, errors or omissions of the Architect and
"Covered Professional Services" as designated in the
Policy must specifically include work performed under
this agreement. The policy limit shall be no less
than $1,000,000 per claim and in the aggregate. The
Policy must "pay on behalf of" the insured and must
include a provision establishing the insurer's duty to
defend. The policy retroactive date shall be on or
before the effective date of this agreement.
Architect shall provide Business Automobile Coverage
on ISO Business Auto Coverage form CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits
are subject to review, but in no event to be less than
$1,000,000 per accident. If Architect owns no
vehicles, this requirement may be satisfied by a non -
owned auto endorsement to the general liability policy
described above. If Architect or Architect's
employees will use personal automobiles in any way in
performance of this Agreement, Architect shall provide
evidence of personal automobile liability coverage for
each such person.
Insurance procured pursuant to these requirements
shall be written by insurers that are admitted
carriers in the state of California and with an A.M.
Bests rating of A- or better and a minimum financial
size VII.
7. INDEPENDENT CONTRACTOR - Architect is and at all times
shall remain, as to the City, a wholly independent
contractor. Architect shall not, at any time or in any
manner, represent that he is an officer, employee or
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agent of the City. Architect shall comply with all
applicable provisions of the Worker's Compensation
Insurance and Safety Acts and Labor Code of the State
of California.
8. AMENDMENTS - Any amendment, modification, or variation
from the terms of this Agreement shall be in writing
and shall be effective only upon approval by the City
Manager.
9. TERMINATION - Architect may terminate this Agreement
only for breach of contract by City and upon thirty
(30) days written notice. City may terminate this
Agreement without cause, and upon thirty (30) days
written notice to Architect, in which case Architect
shall be entitled to receive compensation for the
reasonable value of the Architect's services performed
through the termination date. Furthermore, if, during
the term of this Agreement, City determines that
Architect is not faithfully abiding by any term or
condition contained herein, City shall provide
Architect with written notice and said notice must
give Architect a 48 -hour notice of time thereafter in
which to perform said work or cure the deficiency. If
Architect has not performed the work or cured the
deficiency within the time specified in the notice, or
if a similar failure to perform or deficiency is
repeated, such shall constitute a breach of this
Agreement and City may terminate this Agreement,
immediately by written notice to Architect to said
effect. In said event, Architect shall be entitled to
the reasonable value of its services performed up to
the day it received City Notice of Termination, minus
any offset from such payment representing the City's
damages from such breach. Failure of the Architect to
provide the City reports, exhibits, drawings,
documents, charts, graphs and other material which
meets or exceeds reasonable professional standards, or
in a timely manner, shall entitle City to offset
against any amounts owed costs incurred by City to
replace or obtain such materials or services which
meet or exceed reasonable professional standards in a
timely manner from other sources.
City reserves the right to delay any post- termination
payment until completion or confirmed abandonment of
the project, as may be determined in the City's sole
discretion, so as to permit a full and complete
accounting of costs. In no event shall Architect be
entitled to receive remuneration in excess of the
compensation quote in its proposal /bid.
10. OWNERSHIP OF DOCUMENTS - Upon completion of any
report, study or drawings to be provided by Architect
or its consultant(s) in the course of performing the
services required in the Request for Proposal, or upon
sooner termination of the Agreement, all original
material prepared by Architect shall become the sole
property of the City and may be used, reused or
otherwise disposed of by the City without permission
of Architect for work relating to this site only and
subject to the restrictions provided in the Business
and Professions Code, Section 5536.25. "If the City
uses any plans, drawings, or other instruments
prepared by GKK Corporation in performance of this
Agreement for any project other than the City Hall -
City of Moorpark, the City of Moorpark will agree to
defend, indemnify and hold harmless GKK Architects,
and any of its officers, agents, employees, assigns,
and successors in interest from and against any and
all suits and causes of action, claims, losses,
demands, expenses, including, but not limited to,
attorney's fees, and costs of litigation and /or
arbitration, damage or liability of any nature
whatsoever, for death or injury to any person,
including the contractor's employees and agents, or
damage to or destruction of any property of either
party hereto or of third parties, arising in any
manner by reason of the reuse of the architect's
plans, drawings, writings, or other instruments as
prepared by the architect, should the same be used for
any project other than the City Hall - City of
Moorpark.
11. ASSIGNMENT /SUCCESSORS - Architect shall not assign
this Agreement or any of the rights, duties or
obligations hereunder. It is understood and
acknowledged by the parities that the Architect is
uniquely qualified to perform the services provided
for in this Agreement.
12. ATTORNEY'S FEES - If any action at law or suit in
equity, including an action for declaratory relief, is
brought to enforce or interpret any provision of this
Agreement, the prevailing party shall be entitled to
reasonable attorney's fees, court costs, and necessary
disbursements, in addition to any other relief to
which it may be entitled.
13. COMPLETE AGREEMENT - This written Agreement, including
all writings specifically incorporated herein by
reference, shall constitute the complete agreement
between the parties hereto. No oral agreement,
understanding, or representation not reduced to
writing and specifically incorporated herein shall be
of any force or effect, nor shall any such oral
agreement, understanding, or representation be binding
on the parties hereto. In the event of conflict
between the terns, conditions, or provisions of this
Agreement and any such document or instrument, the
City shall be the sole person to decide which document
or provision shall govern.
14. TIME OF PERFORMANCE - Time is of the essence in this
Agreement.
15. ANTI - DISCRIMINATION - In the performance of the terms
of this Agreement, Architect agrees that it will not
engage in, nor permit such subcontractors as it may
employ to engage in, discrimination in employment of
persons because of the age, race, color, creed, sex,
sexual orientation, national origin, ancestry,
religion, physical disability, medical disability,
medical condition, or marital status of such persons.
Violation of this provision may result in the
imposition of penalties referred in Labor Code Section
1735.
16. VENUE - This Agreement is made, entered into, and
executed in Moorpark, Ventura County, California, and
any action filed in any court of law for arbitration
of the interpretation, enforcement and /or otherwise of
the terms, covenants and conditions referred to herein
shall be filed in the applicable court in Ventura
County, California.
17. AUDIT - City shall have the option of inspecting
and /or auditing all records and other written
materials used by Architect in preparing its
statements to City as a condition precedent to any
payment to Architect.
18. INTERPRETATION OF AGREEMENT - Should interpretation of
this Agreement, or any portion thereof be necessary,
it is deemed that this Agreement was prepared by the
parties jointly and equally, and shall not be
interpreted against either party on the grounds that
the party prepared the Agreement or caused it to be
prepared.
19. WAIVER - No waiver of any provision of this Agreement
shall be deemed, or shall constitute, a waiver of any
other provision, whether or not similar, nor shall any
such waiver constitute a continuing or subsequent
waiver of the same provision. No waiver shall be
binding unless executed in writing by the party making
the waiver.
20. CAPTIONS AND HEADINGS - The captions and headings of
the various Articles and Paragraphs of this Agreement
are for the convenience and identification only and
shall not be deemed to limit or define the content of
the respective Articles and Paragraphs hereof.
21. NOTICE - All written notices to the parties hereto
shall be sent by United States mail, postage prepaid
by registered or certified mail and addressed as
follows:
GKK Corporation
Juan P. Caldentey,
Principal -in- Charge
155 S. Fair Oaks Ave.
Pasadena, CA 91105
( 62 6) 666 -3940
22. AUTHORITY TO EXECUTE AGREEMENT
Architect do covenant that each
this Agreement on behalf of each
duly authorized and empowered to
for such party.
City of Moorpark
Steven Kueny,
City Manager
799 Moorpark Avenue
Moorpark, CA 93021
(805) 517 -6215
- Both
individual
party is
execute
City and
executing
a person
agreements
23. CONFLICT OF INTEREST - Neither Architect nor
employees, agents or subcontractors of Architect
will be assigned to this project, to the best
W
any
who
of
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Architect's knowledge, own any property or interest in
properties, business relationships or sources of
income which may be affected by the performance of
this Agreement. Should either party hereto learn of
any such interest, income source or business
relationship, such fact shall immediately be brought
to the attention of the other party hereto. If the
parties thereupon cannot mutually agree upon a means
to eliminate the conflict, City may terminate the
Agreement immediately on the same conditions
applicable per Section 9 hereof.
IN WITNESS WHEREOF, the parties hereto have caused
this instrument to be executed the day and year first
above written.
CITY OF MOORPARK:
Steven Kueny, City Manager
ATTEST:
Deborah S. Traffenstedt, City Clerk
GKK CORPORATION
Juan P. Caldentey,
Principal -in- Charge
EXHIBIT A
COMPENSATION SCHEDULE
Total fixed contract amount for the project is seven hundred sixty two thousand two hundred
seventy six dollars ($762,276)
If, after the construction bids are received, the amount of the lowest qualified bid is more than the
City budgeted amount, see Item D, Exhibit C.
The contract amounts are distributed as follows:
Phase I
Space Needs Study Update
$ 16,142
Phase II
Preliminary Site /Campus Plan
CEQA & Project approval
$ 58,236
Phase III
Conceptual Design
$171,052
Phase IV & V
Construction Documents
Permit Approvals
$333,034
Phase VI
Bidding and Contract Award
$ 13,964
Phase VII & VIII
Construction and Post - construction
$149,348
Periodic billings will occur on the percentage of work completed within the limits of each phase.
The above amounts include all of Architect's and consultants' fees and travel time (except prior
City authorized out of town travel for special work).
The fixed contract amount above includes an allowance of $30,000 for Geotechnical Engineering.
If, due to unforeseen circumstances, services are recommended by the geotechnical consultant
and determined to be necessary by both parties, these services will be considered additional
services. Payments will be made, per the Agreement, based upon actual percentage of work
approved by the City as completed for the pay period requested, not to exceed the amounts
shown in each individual category (a, b, c, and d shown above). Percentages of work completed
by Architect's consultants' must be included within Architect's pay requests. Separate invoicing
by Architect's consultant(s) will not be accepted by City.
Reproductions of all work completed pertaining to each pay request and any additional backup
material shall be submitted upon request of City. These reproduction costs are included in the
contract price.
CONSTRUCTION
Ten percent (10 %) of the fees allocated to construction documents, shall be retained from the
Construction Document Phase until all work is complete and approvals have been granted from
all agencies having jurisdiction over the project signifying that the agencies are willing to issue
permits (building permit pending certified pad). Ten percent (10 %) of the fees allocated to
construction observation phase will also be retained from the construction observation phase until
the project is accepted by the City and a "close out" is completed
The construction services portion of the contract, item d. above, shall be a fee based on 18% of
the total fee paid to the Architect, paid monthly payment based on the gross percentage paid to
the construction contractor.
City shall withhold all retention funds due Architect from the Construction and Post - Construction
Phase until the facility is finalized, a Certificate of Occupancy is issued, and all documents
required of the Architect have been submitted; however, if the architect has completed their
responsibilities and the project has not been finalized due to circumstances beyond their
reasonable control, all fees earned shall be deemed due and payable.
The Architect shall attend all regular construction progress meetings, as well as other meetings
determined by the City as necessary for the orderly completion of the project. Architect's
consultants shall visit the job site periodically and participate in job meetings as necessary. These
job site visits and participation in construction progress meetings, as well as other meetings as
necessary, are included and shall be compensated under the fixed contract amount. A total of
fifty -eight (58) four -hour job site visits by the Architect or its Consultants are included as basic
services. Additional visits shall be billed on an hourly basis.
HOURLY RATES
In the event City requests additional work, such work shall be authorized in writing prior to
commencing any work and shall be at the following rates:
All Applicable Rates (including Architect's consultants)
Principal
Sr. Project Architect/Engineer
Project Architect/Engineer
Sr. Architect/Engineer
CADD Manager
Construction Administrator
Sr. Project Designer
Architect/Engineer
Project Manager
Job Captain
Project Designer
Architect Intern
Administrative
Per Hour (complete)
$ 175
$135
$125
$120
$115
$115
$115
$110
$105
$ 90
$ 85
$ 80
$ 65
All prices shall remain firm under this contract through completion of all work under this contract.
Additional services required of Architect's Consultants, and authorized by the City, shall be billed
at cost plus 15 %.
All bills will be paid pursuant to the Agreement except those that are contested or questioned and
returned by City with written explanation within ten (10) working days of receipt of invoice.
Architect shall provide to City a written response to any invoice contested or questioned and,
upon request of City, shall provide City with any and all documents related to any invoice.
All plan check, processing fees, permit fees and special district fees will be paid by the City.
The City may require a model of the proposed facility. The City reserves the right to hire an
independent firm to construct a model of the proposed facility.
Architect will furnish City two (2) sets of reproducible drawings and specifications of the final
approved set.
REIMBURSABLES
All prints and reproduction charges for documents used by Architect and their consultants for their
"in house" use are included in the contract price. Prints City check sets, progress sets and all
plans required for agency plan checks will be reimbursable expenses. Back up materials for pay
requests in excess of an original and one copy will also be reimbursable expenses.
11 1.�OOOS3
An allowance of $ 2,500 is included in the fee. All such reimbursable expenses shall receive prior
authorization from the City.
City will pay for reproductions of documents ordered by the City for bidding, construction, and
other City use after plans are approved for permit. Reimbursable prints and reproductions will be
at local competitive rates, as determined by the City, plus ten percent (10 %). City, at its sole
option, may have prints made directly through its own means.
Travel, phone calls, faxes and delivery charges are included in the contract price. If the City
orders special overnight delivery, the charges will be reimbursed at one hundred ten percent
(110 %) of the documented cost.
NOTE: Partial payments may be made at the sole option of City. Partial payments are a courtesy
only and in no way constitute an amendment to the payment schedule.
EXTRA SERVICES
An allowance of $ 18,000 is included in the fee for making a model and a computerized virtual
tour of the building. All such extra services shall receive prior authorization from the City. The
City reserves the right to hire an independent firm to construct the model and /or the virtual tour of
the proposed facility.
12 ' 11)OID -S 4
EXHIBIT B
SCOPE OF SERVICES
Architect acknowledges that it has read and understands the Moorpark City Hall Facility
Components Specifications, General Guideline Specifications, RFP and contract for Services and
has visited the site.
Architect shall provide architectural and related design services for the design and construction of
a City Hall, accessory facilities and site improvements.
It is the intent of the Agreement to retain the services of the Architect to provide, without
limitation, the design, drawings, calculations, specifications and documents necessary for the
Architect to obtain approvals from all agencies having jurisdiction over the project, necessary for
the bidding and construction of the on and off site improvements and facilities required for the
City Hall. Certain limited construction observation and administrative services are also a part of
Architect's services.
The Architect is to process all required documentation through the agencies having jurisdiction,
including without limitation, the City, all utility companies, health and fire departments. The
Architect shall attend meetings and prepare calculations and documents necessary to obtain all
necessary approvals. Architect will make the required corrections in order to obtain said
approvals. However, Architect will inform City of any corrections requested by any approval
authority and any alternatives negotiated by and between the Architect and any such approval
authority, if so directed by the City. The Architect's Basic Services shall include two (2) City
Council Meetings /Presentations; Six (6) User Groups Meetings /Presentations and bi- weekly
meetings with the Design Development Committee. Additional meetings /presentations, including
those with the Planning Commission, shall be billed on an hourly basis.
The individual directly responsible for Architect's overall performance of the Agreement provisions
and to serve as principal liaison between City and Architect during performance of all work under
the Agreement shall be Juan P. Caldentey. Upon written agreement of the parties other individual
(s) may be substituted in the above capacity.
The individual directly responsible for the City shall be Hugh R. Riley, Assistant City Manager,
City of Moorpark.
The City may select an independent Project Manager to oversee the City's interest in the
construction management and project coordination of the project. A close working relationship
between the Project Coordinator and the Architect is required during both design and the
construction of the proiect.
The architectural services will include all services performed by the architect, architect's
employees, and the architect's consultants. They include without limitation, all responsibilities
outlined in the scope of work and typically required for design and construction of a facility of this
nature. The architect will retain the services for all necessary consultants including, without
limitation, mechanical, electrical, structural, civil and geotechnical engineering, Title 24, irrigation
and landscape architecture. Architectural specifications shall be in book form using CSI format. It
is important to the City that all consultants have prior successful design or construction
experience with public buildings similar to this proposed facility. The City reserves the right to
accept or reject consultants proposed by the architect. The architect shall retain the services of a
qualified geotechnical engineer to provide a soil analysis for the building's foundation. Notice will
be given of any rejection prior to signing of final contract.
13
The Architect will prepare plans for all on site work including, but not limited to, grading, and
utilities to serve the project, structural improvements, public walkways, parking lot improvements,
exterior lighting, fencing, landscaping and driveways. The City will design and construct street
widening and /or realignment of High Street adjacent to the site.
The Architect understands and agrees that the City strongly encourages public participation and a
number of public presentations, at various stages of the project, will be required. All meeting
attendance and participation related costs for meetings and presentations as described in this
Exhibit have been incorporated as part of the Architect's basic fee, including preparation of all
presentation materials. Additional meetings shall be billed on an hourly basis.
The design of the facility shall meet all requirements of the applicable jurisdictions, codes, and
regulations, including, but not limited to, those related to Americans with Disabilities Act, and Title
24 of the California State Building Code and recommendations of City's soils engineer.
The City must approve the scale of drawings.
The work of the Architect and the architect's consultants are separated into several phases. The
architect shall be responsible for providing a detailed schedule, which shall be updated monthly.
The work phases are identified below:
Phase I — Space Needs Study Update
This Phase will include meeting with city staff and building user representatives as described
above, the preparation of an update to the 2000 Moorpark Civic Facilities Space Needs Study.
Phase II — Preliminary Site Plan Alternatives and Environmental Review
This phase will include a review of the property available for the project, assessment of the site
conditions as they may effect the building's size and presentation, and the preparation of multiple
alternatives for the Civic Center Campus Plan. At least four alternatives should be developed to
provide reasonable options for the location and orientation of the building. The Architect will assist
the City with the preparation of an environmental assessment for the proposed project and
recommend action by the City Council in conformance with the California Environmental Quality
Act (CEQA). CEQA Review must be completed before work on subsequent Design Phases will
be authorized. A separate Notice to Proceed will be Issued for Phases III thru VIII.
Phase III - Conceotual Design
This Phase will establish a final preliminary conceptual site plan, facility footprint and accessory
site improvements, preliminary floor plan, adjacent development and preliminary building
elevations. The architect will present the City with at least three alternatives including site plans,
floor plans and elevations to accommodate the identified space needs and site requirements. The
Architect will prepare a cost estimate for each alternative conceptual plan prior to the conclusion
of this phase.
This Phase will include meetings designed to solicit input from the City Council and City
Departments that will occupy the building. The architect will be expected to facilitate open
discussions and creative thinking processes during these meetings and obtain City Council for
the conceptual project design. A colored perspective rendering will be provided at the end of this
phase. A design development book, containing cut sheets and various agreed upon elements will
be provided.
14
Phase IV— Construction Plan Development
The architect will prepare construction plans and specifications consistent with the approved
conceptual plan including:
1) Site and utility plans, grading and storm water pollution prevention and control, parking
facilities, site development, building elevations, and building sections incorporating the ultimate
building size and layout;
2) Equipment locations, character and finishes of the entire project including exterior elevations
and finishes, flatwork, walls, fencing, and landscape;
3) Working drawings, calculations, and complete specifications detailing the requirements for
construction of the entire project in an appropriate format necessary to obtain permits and
construction bids.
The architect shall be responsible for determining availability of various materials that are
specified in the documents. The architect shall prepare an Engineer's Construction Cost Estimate
at the completion of this phase. The architect shall prepare an updated cost estimate for the
project at the conclusion of this phase.
Phase V — Plan Check and Development Permit Approval Process
The Architect will coordinate the submittal of all plans and related documents necessary to secure
the appropriate permits from the City and other applicable agencies including the Fire Protection
District and the Flood Control District. When all permits have been obtained the project plans and
specifications will be submitted to the City Council for final approval and authorization to advertise
the project for bids. The Architect will be required to prepare any and all plans and exhibits and
attend all meetings, as described in this section, necessary for the processing and approval of
these plans.
The Architect will assist the City with and its Construction Management Consultant with the bid
advertisement, evaluation of bids, negotiation and award of construction contract and notice to
proceed.
Phase VI - Construction Plan Review /Bidding
The City of Moorpark will coordinate the approval of the plan check of the documents submitted
for building permits. The architect must incorporate revisions resulting from the plan check
activities submitted by the architect and other requested clarifications, notes and details of the
City or other applicable agencies. The City of Moorpark has adopted a policy that requires the
pre - qualification of bidders for projects in excess of 1 million dollars. The architect shall
participate in the evaluation of bidder qualifications, pre -bid meetings and be available to respond
to construction bidders' questions regarding requirements of the project. The architect shall assist
City staff and Project Management Consultant with the receipt of sealed construction bids and
analysis thereof, including analysis of qualifications of bidders, and verification of responsiveness
to the bid documents.
Phase VII - Construction
The City will retain the services of a construction management consultant to oversee its interest in
the construction and project administration of the new City Hall. A close working relationship
between the Construction Manager and the selected architect is expected during both the design
and construction phases of the project. Nonetheless, the Architect and Architect's consultants are
15 0000511-1
still expected to visit the job site as needed which will include, but not be limited to, coordination
relative to construction and approval of all change orders, payment requests, shop drawings, and
provide record (as- built) drawings. This includes, without limitation, regular job site meetings,
(minimum every 2 weeks), processing and approval of RFI's, RFC's, shop drawings, submittals
and substitutions. Architect and each of his subcontractors will prepare punch lists prior to
covering and at end of construction.
Phase VIII - Post Construction
The Architect shall provide a set of reproducible "record drawings" based upon the "as built"
condition of the finished facility in a format approved by the City Engineer, prior to any final
certificate of completion and final payment. The Architect will also prepare and inspect, when
completed; a punch list of construction related items and ensure final completion of said list prior
to final payment.
Extra Services
The City may request a model of the Proposed Facility and/or the presentation of a computerized
"virtual" tour of the new building. The Architect shall provide a description and price for these
services within the proposal as options for the City to select.
(ATTACH "LEVEL OF EFFORT AND COST ANALYSIS AS REVISED TO SUPPORT COSTS
FOR FINAL SCOPE OF SERVICES)
16 00008
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EXHIBIT C
SUPPLEMENTAL GENERAL CONDITIONS
In addition to the conditions set forth in this Request for Qualifications and Proposal, the following
Supplemental Conditions shall be included in this Agreement.
A. City shall not be called upon to assume any liability for the direct payment of any salary,
wage or other compensation to any person employed by Architect performing services hereunder
for City.
B. Architect at his /her sole cost, shall furnish City reproducible plans and copies of
documents, reports, diskettes and other items mentioned above upon request of City
during the evolution of work and at the completion of the various stages of work as directed under
this Agreement.
C. City reserves the right to delay any post- termination payment until completion or
confirmed abandonment of the project, as may be determined in the City sole discretion, so as to
permit a full and complete accounting of costs. In no event shall Architect be entitled to receive in
excess of the compensation quote in its proposal /bid.
D. The City has established a budget for the Project (hard costs) not to exceed ELEVEN
MILLION FIVE HUNDRED THOUSAND ($11,500,000). The Architect has assured the City that
they will design the project within the budget and the City is relying on Architect's expertise in this
regard and in the execution of all work under this Agreement. If actual construction bids exceed
the City established budget, as adjusted based on the Architects construction estimate after final
plan approval, by 10 %, the City may require Architect, at the City's sole discretion, to redesign the
facility to bring the project within the City established budget. Such re- design shall be at
Architect's sole expense.
Architect shall use consultants listed in Architect's listing provided with this contract. Any
change in consultants must receive prior written approval from the City.
Contract documents: The City will provide Architect with copies of bidding documents,
contracts, bonds, agreements and forms to be used in the Architect's preparation of the contract
documents. The Architect shall be required to provide all necessary plans, and specifications,
including without limitation special provisions and other supportive technical construction notes
and to incorporate City requirements into the bid documents. The Architect shall furnish computer
disk of final bid documents in a form approved by the City. American Institute of Architects (AIA)
specifications shall not be used unless authorized and approved by the City. The City, at its sole
discretion, may furnish the above "bidding documents" as a "Project Manual" to be used as a
separate document along with the specifications and drawings. The City will review the Division I
specifications and all specifications. Architect will correlate its Division I specifications with City
furnished bidding and contract documents. Architect will furnish a computer disc of Division I
specifications to the City.
Architect will check all documents carefully prior to submittal to City. In addition to
building and code plan check, the City construction team will review and comment on all drawings
and specifications. Architect will make the City requested clarifications and provide the requested
details and notes on the plans and in the specifications. Architect will provide a schedule for all of
his /her work to be reviewed and approved by the City.
E. Conflict or Discrepancy - Architect agrees that if there is conflict or discrepancy within or
between any of the contract documents, the City shall be the sole person to decide which
document or provision shall govern.
17 f)000EO
F. Non - Exclusive Contract - The City reserves the right to contract with other firms for any
and all aspects of this project during the contract term, as may be deemed advantageous to the
City.
f "I)OIOCII.
18
OD
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RN
ID Task Name
1 Issue NTP
2 Phase I - Space Needs Study Update
3 Review existing study
4 Staff Interviews
5 Draft Study
C, Final Study
7
A[,piovai of Updated Spicu Needs Study
8 Phase 11 - Prelim Site Moll Alternatives & Envirorimuntal Review
1 9 Prepare & Review Canmus Plan Alternatives
Revic,-v & Cl-,,,uri:.;l Appiuval
Pieiiininaty i;;at),.
:iy I •�01 AI! ,r
16 Ph;l! C IV c(-Istfuction Plan Uovc�Iopntcflt
Dus,qii
Final Construction DOCUMCnIS
20 [Review & Approval for Plan Check
:3 Permit ApIlf,wi,
22 Plan Check Review
23 Corrections to Drawings
24 Plan Check Approval and obtain all Jurisdictional Permits
25 City Council Approval
26
27 Phase VI - Construction Plan Review & Bidding
I 28
29 Phase VII - Construction
30
31 Phase Vill • Post Construction
Project: Moorpark
Date: Fri 10/22/04
Duration
Start
0 mons
Thu 111114104
3 mons
Thu 11/4104
0.5 mons
Thu 11/4/04
0.5 coons
Fri 11/19/04
0 5 coons
Sat 12/4104
0.5 nions
Sun 12/19/04
I rilor)
Mon 1/3/05
4 mon-s
Wed 212/05
1 morl
Wed 212105
0 5 mons
Fi, 3,4.G5
nu'11
lue 5!3i05
1 mon
ou 612/05
6/2.105
7
+Von 9j111)5
2 -,
t%llori 8/1/05
?
3,,' 10/15%05
1 5 moos
'A1(:,,d 12114105
1 Ilion
Sat 1128106
4 irwri,
i0on 2127.'06
1 5 mons
Mon 2/27/06
0 5 nions
I hu 411106
0 5 mons
Fri 4128/06
1.5 mons
Sat 5/13/06
1st Quarter 1st Quarter 1st Quarter 1st Quarter i
Finish Jan Jun Nov Apr Sep Feb Jul Dec May Oct
Thu 1114104 14114
Tue 211/05
Thu 11/18/04
Fri 1213/04
Sat 12118104
Sur) 112/05
1 ue 2;1/05
Wed 611105
Thu 3.;3105
er
o")
Wed 6: l..,05
Fri T1105
Fri 711105
Sun 2126106
Fi, 10"14,'05
Fit 1/27/06
Sun 2126106
Mon 6/26/06
Wed 4/12/06
Thu 4/27/06
Fri 5/12106
Mon 6/26106
3 inons t ue 6127106 Sun 9124106
14 trions Mon 9/25/06 Surf 11/18f07
2 mons Mon 11119107 Thu 1117108
Task Milestone ♦ External Tasks
Split Summary External Milestone
Progress Project Summary Deadline
Page 1