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MINUTES - 12151998 - C130-C134
Alpha/Open>;>CSA TO: BOARD OF SUPERVISORS FROM: BARTON J. GILBERT, DIRECTOR OF GENERAL SERVICES Contra -'' Costa DATE: December 15, 1998 County SUBJECT: APPROVING AMENDMENT NO. 1 TO CONSULTING SERVICES AGREEMENT FOR ARCHITECTURAL SERVICES FOR MISCELLANEOUS BUILDING CONSTRUCTION PROJECTS SPECIFIC REQUESTS OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION I. RECOMMENDATION APPROVE the First Amendment effective January 1, 1999 authorizing an increase in the payment limit from $50,000.00 to $75,000.00 for the consulting services agreement dated July 1, 1998, with Leslie D. Richardson, 600 Balra Drive, El Cerrito, for architectural and project management services for various building remodeling and construction projects. AUTHORIZE the Director of General Services to execute the amendment. II. FINANCIAL IMPACT Funds will not be encumbered by the amendment except when services are ordered on a project-by- project basis by the Acting County Supervising Architect. Each order will include a payment limit and a work authorization charge number. The services will be charged to the appropriate capital project fund or to department funds when services are requested by client departments. III. RECOMMENDATION Mr. Richardson has been providing architectural services for the County sinceJuly 1988. He is retained on a project-by-project basis to provide architectural and project management services for various projects as a contract employee. The Architectural Division must keep up with client and contractor needs on a timely basis to reduce delays in designing, remodeling and building County facilities and to avoid contractor claims for delay damages. This contract employee arrangement has provided a flexible means of supplementing the Architectural Division staff. CONTINUED ON ATTACHMENT: SIGNATURE: __RECOMMENDATION OF COUNTY ADMINISTRATOR ..__RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTtON OF BOARD ON APPROVED AS RECOMMENDED.,_,.. OTHER--- VOTE THER _VOTE OF SUPERVISORS UNANIMOUS(ABSENT AYES:---NOES: NOES: ABSENTS: ABSTAIN:._ MEDIA CONTACT: BARTON J.GILBERT(313-7100) CC: General Services Department 1 HEREBY CERTIFY THAT THIS IS A TRUE Architectural Division AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED O E MINUTES OF THE BOARD Accounting OF SUPERV3S0 O THE DATE SHOWN. County Administrator's Office County Counsel ATTESTED _ Auditor-Controller f4 PHIL BATCHELOR,CLERK OF T SCARD OF Consultant(Via A.D.) SUPERVISORS D COUNTY DMINISTRATOR 1 � DEPUTY BY H:1_ALPHA\RICH980711202801s.doc Page 1 of 1 M382(10/88) October 22, 1998 Mr. Dan Eggen O'Brien Kreitzberg Re: 651 Pine Street Structural Improvements Fee Proposal FIE .lob No. 9863 Page 2 Our proposed lump sum fee for the scope of work described above is $11,500. Please feel free to call if you have any questions. Sincerely, F©RELLIELSESSER ENGINEERS, INC. :e James B. Guthrie, S.E. Principal FORELUELSESSER ENGINEERS,INC. 1:\WP\FP\t 998\10-22-9811 .. ... ..._..._.. ........ ................._........ .. ......... ......... ......... ......... ......... TO: BOARD OF SUPERVISORS Contra Costa FROM: Leslie T. Knight,Director of Human Resources * j bounty DATE: December 15, 1998 SUBJECT: Renewal of Contract with Delta.Dental Plan of California for Third Party Administration of Self-Funded Dental Plan SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION RECOMMENDATION; AUTHORIZE THE DIRECTOR OF HUMAN RESOURCES to execute a one year contract renewal with Delta Dental Plan of California effective January 1, 1999 through December 31, 1999 for the purpose of providing third party claims administration services in connection with the County's self-insured dental program. BACKGROUND: The Delta Dental Plan of California has been the County' s third party claims administrator since the implementation of the County's self-insured dental program on December 1, 1980. This action allows for the continuation of uninterrupted claims administration services for the County's self-insured dental program. FISCAL IMPACT: The monthly cost for the contract period of January 1, 1999 through December 31, 1999 will remain at $3.33 per member. The fee will be fimded by the County's self-insured dental trust fiend. H:DENT.BO CONTINUED ON ATTACHMENT: Ifts, SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Z;W,_APPROVE OCHER SIGNATURE S: ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND UNANIMOUS(ABSENT 3 CORRECTED COPY OF AN ACTION TAKEN AND AYES: NOES: ENTERED ON THE MINUTES OF THE BOARD OF ABSENT: ABSTAIN: SUPERVISORS O RDATE SHOWN. ATTESTED Orig.Dept:Human Resources Department (5-1747) PHIL BATCHELOR,CLERK OF T EE BOARD OFOF— cc: County Counsel SITERVISORS AND COUNTY ADMINISTRATOR County Administrator Auditor-Controller Benefits Service Unit,Human Resources Department BY M382 (10/88) DEPUTY Contra TO: BOARD OF SUPERVISORS oSta FROM: WATER COMMITTEE County Supervisor Joe Canc amil#a, Chair Supervisor Gayle B. U€€kema DATE: december 15, 1998 SUBJECT: REPORT ON WATER AGENCY CONTRACT RENEWALS FOR 1999 AS :RECOMMENDED BY THE WATER COMMITTEE SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDAIIONS_ 1. AUTHORIZE the Director of the Community Development Department to execute a County contract with Mr. Mike Cheney, (Maritime Engineering Consultant) for $30,000 for 1999. 2, AUTHORIZE the Director of the Community Development Department to execute a County Contract with Mr. Larry Mallon, (Attorney specializing in ship channel contracts, assessments)for $10,000 for 1999. 3. AUTHORIZE the Director of the Community Development Department to extend the existing County contract with E. Del Smith and Company, through 1999, using remaining funds from the 1998 contract(approximately$2,500). F.IMNCIAL IMPA T The above contracts will be paid with Water Agency funds, which have been budgeted for this purpose, In the past, the ship channel beneficiaries have contributed, and have paid E. Del Smith's contract in its entirety. Mr. Smith's services are anticipated to be minimal this year, as federal funds are in place for the Baldwin and Southampton projects at this time. Industry may continue to provide some level of funding for Mr. Cheney's contract. Mr. Cheney's and Mr. Mallon's services are anticipated to be in some demand for these projects in the coming year. Projects for which the consultants services are required include the Baldwin Ship Channel Deepening/Marine Pipeline Link, the Southampton Shoal deepening and extension, and to some degree, for maintenance of the Suisun and New York Slough channel reaches. CONTINUED ON ATTACHMENT: —YES SIGNATURE RECOMMENDATION OF COUNTY ADMINISTRATOR _V RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER r SIGNATURE (S): S R OR JOE CANCIAMILLA S PERVIS R GAYLE B. LKEMA ACTION 0I= BOO APPFiC}VE[3 AS RECOMMENDED r I;t VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE XUNANIMOUS (ABSENT ) AND CORRE T COPY OF AN ACTION TAKEN AYES:—NOES: AND ELATE D ON THE MINUTES OF THE ABSENT: ABSTAIN: BOARD SUPERVISORS ON THE DATE SHOWN. Contact: Roberta Goulart (825-335-1226) ATTESTED cc: Community Development Department (CD4) P ATCHELOR, CLERK F County Administrator BOARD OF SUPERVISORS Auditor-Controller(Judy Coons) AND COUNTY ADMINISTRATOR CONTRA COSTA COUNTY COMMUNITY DEVELOPMENT DEPARTMENT TO: WATER COMMITTEE Supervisor Joe Canciamilla, Chair Supervisor Gayle B. Uilkema FROM: Roberta GoulartA DATE: December 1, 1998 �S SUBJECT: CONTRACT RENEWALS FOR SHIP CHANNEL PROJECTS Currently, there are three contractors working on ship channel projects. • Del Smith, A Lobbyist in Washington D.C.,had a$20,000 contract in 1998,paid by Wickland,the project applicant for the Baldwin/Marine Link and Southampton Projects. Mike Cheney,Maritime Engineer,had a$30,000 contract with the County, and provides support to all three ship channel projects. Mr. Cheney's contract was paid$15,000 by the County Water Agency and$15,000 by Wickland. • Larry Mallon, Attorney,has been involved primarily in the Suisun-New York Slough Project, had a$10,000 contract,paid through the County Water Agency. It would appear that the Baldwin and Southampton Projects will require little if any Government Relations work at this time, so it is recommended that Del Smith's contract be extended for another year, but with no additional funds (there will be approximately$2,500 left on Mr. Smith's contract from 1998). This will allow us to use Mr. Smith's services for specific items on as-needed basis, and to secure funding as necessary. Mr. Cheney provides much needed engineering expertise to the County on these projects. It is recommended that Mr. Cheney's contract remain at$30,000 for 1999. Additional funding may become necessary if the Board elects to proceed with a joint assessment District with the Port of Stockton, as additional work(Engineers Report and appurtenant documents)will need to be prepared, and in that case, a$45,000 contract would be recommended, in accordance with estimates (for assessment work)provided to the County. Water Agency funds would be used for this purpose. Any time Mr. Cheney spends on Assessment District matters(should the Board elect to do this) are reimbursable once the District is in place. Mr. Mallon has been of considerable service in his short association with the County through his considerable work on the Suisun-New York Slough Project, and can provide additional help with Federal Cost Sharing Agreements when they need to be signed on the Baldwin(and perhaps Southampton)projects. The recommendation would be for a$30,000 contract if the Board elects to proceed with a joint assessment,otherwise a$10,000 contract would suffice. File:Alpha/Open Consultant FIRST AMENDMENT TO CONSULTING SERVICES AGREEMENT FOR ARCHITECTURAL SERVICES FOR MISCELLANEOUS BUILDING CONSTRUCTION PROJECTS l. fCt#ye at an Part#es: Effective January 1, 1999,Leslie D.Richardson(herein called"Consultant"), and the County of Contra Costa(herein called"County") a political subdivision of the State of California,mutually agree as follows: 2. L irlmn: On July 1, 1998,the parties entered into a contract entitled"Consulting Services Agreement,"referred to as the"Agreement,"which covers architectural and project management services for various building remodeling and construction projects. The parties desire to amend the Agreement to increase the payment limit which will continue this contract employee arrangement that has provided a flexible means of supplementing the Architectural Division staff. The contract completion date,"through completion of construction of assigned projects,retrains unchanged. 3. Amendments to-Agrn tyW: In the Agreement,Paragraph I(e)change the Payment Limit from$50,000.00 to$75,000.00. 4. Effect: Subject to the revisions made by this and any prior amendments,the Agreement shall remain in full force and effect. 5. signnlm: These signatures attest the parties'agreement hereto: PUBLIC AGENCY CONSULTANT By: Date: By: Garton J.Gilbert (Designate official capacity totebusiness) Director of General Services/Purchasing Agent Type of business(sole proprietorship,government agency, partnership,corporation,etc.) If corporation,state of incorporation: # By:(Designate official capacity in thebusiness) „ Note to Consultant: For corporations,the contract must be signed by two officers. The first signature must be that of the chairman of the board,president or vice-president;the second signature must be that of the secretary,assistant secretary,chief financial officer or assistant treasurer. (Civ.Code,Sec. 1 190 and Corps.Code,See.313.) The acknowledgment below must be signed by a Notary Public. CERTIFICATE OF ACKNOWLEDGMENT State of California ) ss. County of 3 On the date written below,before me,the undersigned Notary Public,personally appeared the person(s)signing above for Consultant,personally known to me (or proved to me on the basis of satisfactory evidence)to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies),and that by his/her/their signature(s)on the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. WITNESS my hand and official seal. Dated: Notary Public [Notary's Seal] RECOMMENDED FOR APPROVAL: By: APPROVED AS TO FORM: Deputy County Administrator VICTOR J.WESTMAN County Counsel By: Deputy G13:1s tl:1 ALPHA\RIC119807\1202803s.doe Page 1 of I PD000-9902/A.1.1 TO: BOARD OF SUPERVISORS FROM: BARTON J. GILBERT,DIRECTOR OF GENERAL SERVICES Contra Costa DATE: December 15, 1998 County SUBJECT: APPROVING THE THIRD AMENDMENT TO THE CONSULTING SERVICES AGREEMENT FOR HEAD START CLASSROOM EXPANSION AT VARIOUS COUNTY SITES WPA274 SPECIFIC REQUESTS OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION L RECOMMENDATION A. APPROVE a Third Amendment authorizing extra work under the Consulting Services Agreement dated September 21, 1998, with Hansen/Murakama/Eshima for Design Development, Construction Documents, Bidding and Construction phases of architectural services for Head Start Classroom Expansion at Various County Sites. The Third Amendment increases the scope of services and increases the payment limit, as modified by Amendments No. 1 and No. 2, from $30,890.00 to $238,345.00. B. AUTHORIZE the Director of General Services to execute the Third Amendment to the consulting services agreement, and to issue written authorizations for extra work, in addition to the authorization for Amendments No. 1 and No. 2, provided that the cumulative total extra cost for such additional authorizations shall not exceed$20,000.00. II. FINANCIAL IMPACT Sufficient funds are available in the Community Services Department budget to cover this increase in the Consultant's payment limit. IIL REASONS FOR RECOMMENDATIONS/BACKGROUND The Consultant has completed the Program Verification and Schematic Design ldocuments in accordance with the original Agreement. This Amendment will permit the Consultant to proceed with subsequent phases of architectural services. These services must proceed immediately to avoid project delay. CONTINUED ON ATTACHMENT: � SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURES. ACTION OF BOARD ON ^ APPROVED AS RECOMMENDED XOTHER VOTE OF SUPERVISORS UNANIMOUS(ABSENT 1 AYES: NOES: ABSENTS: ABSTAIN: MEDIA CONTACT: BARTON J.GILBERT(313-7100) CC: General Services Department I HEREBY CERTIFY THAT THIS IS A TRUE Architectural Division AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD Accounting OF SUPERVISO THE DATE SHO N. File: PD000-9902/A.5 County Administrator's Office ATTESTED . Auditor-Controller PHIL BATCHELOR,CLERK OF THE BOARD OF County CounselSUPERVISOR ND COUNTY ADMINISTRATOR 77 Community Services(Via A/D) >'f` Consultant(Via A/D) BY . DEPUTY H:\1999\000990M9A00213b.doo Page 1 of 1 M382(10/88) File:PD000-9902/A.1.1 THIRD AMENDMENT TO CONSULTING SERVICES AGREEMENT FOR HEAD START CLASSROOM EXPANSION AT VARIOUS COUNTY SITES (WPA274) I. Effective Date and Parties: Effective December 15, 1998, Hansen/Murakami/Eshima(herein called"Consultant"),a California Corporation, and the County of Contra Costa(herein called"County"),a political subdivision of the State of California,mutually agree as follows: 2. PurnoS : On September 21, 1998, the parties entered into a contract entitled "Consulting Services Agreement," referred to as the "Agreement," which covers architectural program verification and schematic design services for Head Start classroom Expansion at Various County Sites. The Agreement was amended by the First Amendment, effective November 3, 1998, and the Second Amendment>dated November 30, 1998. The parties desire to further amend the Agreement to expand the scope of service and to increase the payment limit accordingly. This change shall apply to charges from and after November 16,1998. 3. Amendments to Agrftmen : A. In the Agreement,Section I(e),change the Payment Limit from$30,890.00 to$239,805.00,an increase of$208,915.00. B. In the Agreement, Appendix A,Paragraph B, "Scope,"add the services described in the Attachment to this Third Amendment. Such services include the Design Development,Construction Documents,Bidding and Constructions Phases of architectural services. C. In the Agreement,Appendix B,Paragraph D,add the following: "7. Expense of travel from Consultant's office to the Project sites,when required for attending meetings related to the Project or for observation of existing conditions or the work in progress. Such travel expense shall not exceed$0.32 per mile." D. In the Agreement,Appendix B,Paragraph F,as amended by the Second Amendment,change the reimbursement limit from$1,800.00 to $3,013.00,an increase of$1.,213.00. E. In the Agreement,Section I(f),change the completion date,as amended by the First Amendment,from December 31, 1998 to March 1, 2000. 4. Effec Subject to the revisions made by this and any prior amendments,the Agreement shall remain in full force and effect. 5. Sig at : These signatures attest the parties'agreement hereto: PUBLIC AGENCY CONSULTAN I By: Date: By: Barton J.Gilbert (Designate official capacity in the Business) Director of General Services Type of business(sole proprietorship,government agency,partnership,corporation,etc.) If corporation,state of incorporation: :# By: (Designate official capacity in the business) Note to Consultant: For corporations,the contract must be signed by two officers. The first signature must be that of the chairman of the board, resident or vice-president,the second signature must be that of the secretary,assistant secretary,chief financial officer or assistant treasurer. (Civ. Code,Sec. 1190 and Corps.Code,Sec.313.) The acknowledgment below must be signed by a Notary Public. ............................................................................................................................................................................................. CERTIFICATE OF ACKNOWLEDGMENT State of California ) ss County of 1 On the date written below, before me, the undersigned Notary Public, personally appeared the person(s) signing above for Consultant,personally known to me(or proved to me on the basis of satisfactory evidence)to be the person(s)whose name(s)is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. WITNESS my hand and official seal. Dated: [Notary's Seal] Notary Public RECOMMENDED FOR APPROVAL: By: APPROVED AS TO FORM: Deputy County Administrator VICTOR J.WESTMAN County Counsel By: Deputy R3i:is Attachment 11:\1999\0009902\9A00219a.doc page 1 of 1 13� File: PD000-9902/A.1.1 Attachment to Third Amendment,',Effective December 15, 1998, to Consulting Services Agreement Between Contra Costa County and Hansen/Murakami/Eshima for Head Start Classroom Expansion at Various County Sites.', SCOPE OF SERVICES TABLE OF CONTENTS ARTICLE I General Intent............................................................................................... 2 ARTICLE II Description of the Project............................................................................ 2 ARTICLE III Basic Services of Consultant........................................................................ 2 A. General..... ................................................................ ....................... 2 B. Predesign Phase.. . .... ..................................................................... 3 C. Schematic Design Phase........................................................................ 3 D. Design Development Phase ................................................................... 4 E. Construction Documents Phase ............................................................. 4 F. Bidding and Construction Phase............................................................ 5 G. Documents and Drawings ..................................................................... 6 H. Time Periods.......................................................................................... 7 ARTICLE IV Extra Work By The Consultant.................................................................... 7 ARTICLEV Consultant's Fee........................................................................................... 8 ARTICLE VI Payments Under This Agreement................................................................ 9 ARTICLE VII Duties of Consultant .................................................................................... 9 A. Responsibility for Construction Cost..................................................... 9 B. Subconsultants ....................................................................................... 10 C. Indemnification............................................................. ........................ 10 D. Insurance........................ ........................................... ..................... 10 E. Approvals............................................................................................... 10 ARTICLE VIII Duties of Public Agency....... ...................................................................... 11 ARTICLE IX Non Discrimination.................. ARTICLEX Records................................................................................ ........................ 11 ARTICLEXI Notices ................................... .......................................... ...................... 12 H:11999\0009902\9ACO221o.doc. ATTACHMENT TO APPENDIX A Page 1 of 12 File: PD000-9902/A.1.1 SCOPE OF SERVICES ARTICLE i, C eneral Intent of Agreement The Public Agency intends to erect buildings or to perform other related work as hereinafter more fully described. Professional architectural and/or engineering skills and services not available within the organization of the Public Agency are essential for the proper and satisfactory execution of this project. For that reason the professional Consultant has been retained by the Public Agency. The origincl Agreement and its Amendments form the basis of the relationship between the Public Agency and the Consultant. ARTICLE II Description of the Proj;9ct A. The Project contemplated under this Amendment is the Head Start classroom Expansion at Various County Sites, descried in the original Agreement and modified herein. B. A preliminary description of the project is as follows: 1. Head Start Classroom Expansion at: Richmond - Maritime, 1014 Florida Avenue Balboa, 1001 South 7th Street' Concord - George Miller, 3020 Grant Street Antioch - Fairgrounds, 10t" Street near"O" Street. 2. The scope of the project at each site is described in the Consultant's Program Verification and Schematic Design Documents dated November 19, 1998. The Powers and Verdes sites in Richmond and North Richmond, respectively, and the International Market site in San Pablo are not included in the project scope. 3. Because of funding and operational requirements, the Public Agency has established a six month duration for construction and a January 2000 completion date for the Project. If the Consultant finds that it is necessary to recommend and implement early procurement of the modular structures so the schedule can be met, the Public Agency may purchase the modular buildings by purchase order. In that case the Public Agency may purchase the modular structures with delivery and set-up separate from the general contract for on-site construction, or with the purchase order for structures, delivery and set-up assigned to the general contractor. C. The Project will be further defined as the 'Consultant proceeds with ',services, in written communications from the Public Agency to the Consultant and in the Consultant's design and construction documents approved by the Public Agency. D. The Fixed Limit of Initial Construction Contract Cost is hereby declared to be$3,255,000.00. 1. The Initial Construction Contract Cost shall be the total cost or estimated cost to the County of elements of the Project, including the building, fixed furnishings and equipment, utility extensions, adjacent street improvementsand all other on and off, site improvements, designed or specified by the Consultant. 11:\1499\000990219AO0221o.aoc. ATTACHMENT TO APPENDIX A Page 2 of 12 File. PD000-99021A.1.1 2. Initial Construction Contract does not include the compensation of the Consultant and the Consultant's consultants,the cost of the land,rights-of-way, loose or unattached furniture and equipment, utility connection fees paid by the Public Agency or other costs which are the responsibility of the Public Agency as provided in Article VIII, nor does it include the cost of change orders. E. An environmental review is being conducted by the County. If mitigation measures are imposed which increase the scope of work and construction cost, the Public Agency will adjust the project scope of work to accommodate the mitigation measures within the Fixed Limit, or will increase the Fixed Limit. ARTICLE 111. Marie Servicedons ult tant The Consultant shall render the services and furnish the items described as follows: A. GENERAL 1. The Consultant and its consultants shall be fully knowledgeable of and shall perform services in compliance with laws and regulations which are published or available in written form and which are applicable when this Amendment is executed. 2. At all reasonable times throughout the various stages of the project the,Consultant agrees to attend meetings and conferences as the Public Agency deems necessary for the performance of Consultant's services under this Amendment, except where such meetms and conferences are specified as extra work under Article IV. Through completionof the Construction :Documents Phase of service, the Consultant shall attend up to a total of four meetings with Contra Costa County Fire Protection District or Richmond Fire Protection District. During the Construction Phase of Service, the Consultant shall attend up to eight job meetings per site as described in Article III, Paragraph F. Consultant shall be paid for attending such meetings in excess of the amounts stated above on the basis of extra'work, in accordance with Section 14 in the Agreement, providing the excess meetings are authorized in advance and in writing by the Public Agency, except meetings which are required to correct errors or omissions by the Consultant or which are needed due to the Consultant's inefficiencies shall not be counted in determining the number of meetings covered under this agreement nor shall they be reimbursable as extra work. 3. Consultant shall perform such duties as may be necessary and which are usually Performed as basic services by an Architect or Engineer and which are necessary for the successful completion of the project, even though not specifically called for herein.' 4. The Project shall be designed to (1)provide a facility with the lowest reasonable construction costs and (2) to minimize the maintenance and operational costs of the facility, each consistent with the Public Agency requirements set forth in the Program Verification Report specified below,and in written communications from the Public Agency. B. PREDESIGN PHASE (This Paragraph not used.) C. SCHEMATIC DESIGN PHASE (This Paragraph not used.) W\I999\400990219AO022Io.doc. ATTACHMENT TO APPENDIX A Page 3 of 12 File. PDO00-9902/A.1.1 D. DESIGN DEVELOPMENT PHASE The Design Development Phase Documents shall be prepared by the Consultant and shall be based on the approved Program Verification and Schematic Design Documents described above, and any adjustments or charges authorized by the County. The Design Development Documents shall be submitted to the Public Agency General Services ad Community Services Departments for approval and shall include the following: 1. A summary of the Public Agency's basic requirements, including maintenance, staffing and other operational cost factors, which are different from or in addition to those set forth in the approved Program Verification and Schematic Design Documents. 2. Two line floor plans, with room sizes dimensioned or noted. The floor plans shall show furniture, apparatus, and equipment in each room, based on inventory, lists provided by the Public Agency. The purpose of the room layouts is to show that the room sizes and configurations are appropriate for their intended uses. Also, the plans shall show power and telephone/data outlet locations. The purpose of showing outlet locations is to demonstrate that initial and future room layouts will have adequate outlets and to provide a basis for estimating costs for the electrical and telephone/data systems. 3. Calculations and outline specifications which clearly describe architectural character and materials. 4. Presentation of the structural system and all its essential features. 5. Description of the electrical and mechanical systems, refined to fix and describe their characteristics and the quality and control of environment they will provide. 6. Landscaping and site work, including general plant types and paving materials. 7. Building elevations and sections, including material designations. 8. Room finish schedules. 9. A further statement of probable construction cost. E. CONSTRUCTION DOCUMENTS PHASE The Constriction Documents Phase Documents shall be prepared by the Consultant and shall be based on approved Design Development Documents described above, ', and adjustments or chanes authorized by the Public Agency. The Construction Documents shall include working drawings and specifications suitable for open, competitive bidding and for construction, with scope and details of the civil, architectural, fire protection (if any}, mechanical, electrical, site- built structural, landscape, and general engineering work to be performed' by the Construction Contractor. 1. The Consultant may include provisions to receive alternate bids in the bid documents. The alternates shall be additive to the base bid and shall be approved by the Public Agency. 2. The Consultant shall, as necessary, furnish or cause to be furnished to the Public Agency, adequate description of heating, ventilating, or other machinery or motors, etc. to be installed denoting among other things configuration, location and access and requirements for inspecting and servicing. H:\I9991a0o99bz\9AO02zro.doc. ATTACHMENT TO APPENDIX A Page 4 of 12 File: PD000-9902/A.t.1 3. Consultant shall review the previous statement of Probable Initial Construction Contract Cost and advise the Public Agency of any adjustments indicated by changes in requirements or general market conditions. 4. Consultant shall obtain approval of the Construction Documents from the Contra Costa County Building Inspection Department and the local Fire Protection Districts before the bidding process begins. 5. The Bidding process shall not begin until after the Governing Board of the Public Agency has approved the Construction Documents and has authorized solicitation of bids. 6. Working drawings shall befrepared on polyesterdrafting film with ink. or lead formulated forsmudge fre drawing anlong wearonpolyesterdrafting film. If reprographics are used, techniques shaltbe phooghic, not dlazo. Eachdoor shown shat] have a separate, unique nuber; each roomshall hve a name and a separate, unique number, and shall be listed s irately on the room finish schedule. Door hardware functions d-kZdng shall be scheduled or specified. Drawing size shall not exceed 24 x 36 in. unless otherwise approved by the County. Details all be shown on the working drawings and shall not be on 81/2 x t t in. drawings bound separate from the working drawings. 7. Consultant shall submit to the Public Agency any civil., structural, fire protection,mechanical and electrical engineering calculations that the Consultant or its subconsultants may have prepared to the Public Agency, which will retain such calculations for record purposes, but shall not be responsible for checking or for adequacy, fitness or correctness of calculations. F. BIDDING AND CONSTRUCTION PHASE 1. Bidding Procedure shall be administered by the Public Agency with assistance from the Consultant. Public Agency will handle arrangements and distribution of the bid and construction documents to prosppective bidders, building exchanges and contractor associations. The Consultant shall da the following: a. Prepare and furnish draft addenda to the contract documents, for typing and distribution by Public Agency. b. Answer questions and provide clarification concerning the contract documents. c. Assist the Public Agency in reviewing the submitted bids and advise the Public Agency concerning acceptance or refection ofbids. 2. Construction administration will be provided by the Public Agency with the Consultant assisting in the general administration of the construction contract. The Consultant's duties shall include,but not be limited to,the following: a. Advise as to the true intent of the contract documents and notify the contractors of such intent in writing with Supplemental Instructions, Field Reports, sketches, reports, or other memoranda in such form as approved by the County Architectural Division. However, the Consultant shall not commit the Public Agency to extra expense or otherwise modify the construction contract without first obtaining written approval from the Public Agency. b. Approve contractor's payment requests. c. Review submittals and shop drawings. Such checking shall be performed by or supervised by individuals responsible for making periodic observations of the work. HAI 9991000990219Ao022Io.doc. ATTACHMENT TO APPENDIX A Page 5of12 File; PDOOO-99021A.1.1' d. Prepare contract change orders as required to correct deficiencies in the construction documents prepared by the Consultant or as required to correct erroneous information issued by the Consultant. e. Make periodic observations of the work and conduct job meetings with his consultants, the contractor and Public Agency representatives in attendance as may be required. Said observations and job meetings shall occur with such frequency as.necessary to satisfy requirements of te building code enforcement agency, to determine in general if the Work is being performed in a manner indicating that the Work when completed will be in accordance with the Contract Documents, and as necessary to avoid causing delay in the project. The Consultant shall report observed material deviations from the construction contract documents. Consultant shall render decisions and interpretations pertaining to design or to the construction documents promptly and as necessary for the progress of the construction work. The Consultant shall prepare minutes of the job meetings and deliver them promptly to the Public Agency. The Consultant shall not delegate this task to the construction contractor. f. Prepare drawings and provide technical direction as needed to clarify intent of construction documents prepared by Consultant. g. Review and furnish to the Public Agency, submittals prepared by the Contractor, such as drawings, catalogs or descriptions of heating, ventilating, or other machinery or motors to be installed,with sufficient and adequate detail to allow the Public Agency to know in advance the facts concerning the installation thereof, e.g., the size and configuration, the location, the method of fastening or securing, the methods for servicing and inspection, etc. h. Endeavor to secure compliance by the contractor with the contract documents, making reasonable effort to see that the contractor avoids errors and omissions. The Consultant, however, shall not be responsible for the performance of contractors nor for construction means, methods or sequences. i. Receive and review for general compliance with the Construction Documents all Contractor guarantees, operating instructions, equipment lists, equipment manuals, etc. and deliver them to Public Agency on completion of the work. G. DOCUMENTS AND DRAWINGS 1. All construction contract documents shall be prepared by the Consultant except General Conditions, Bid Forms, Instructions to Bidders and other standard County items which will be provided by the Public Agency to the Consultant for approval and modification as necessary to insure consistency with the terms of this Agreement and for inclusion with the Specification Book. 2. The following documents shall be furnished to the Public Agency: a. One set of reproducible copies of drawings and one copy of any outline specifications of the Design Development Phase for review purposes. b. One copy of Consultant's statements of probable initial constructioncontract cost. c. One set of reproducible copies of construction drawings and one copy of the Specifications for final review purposes. x:\I999\00099az\9noozzln.anc. .ATTACHMENT TO APPENDIX A Page 6 of 12 ell& File: PDQUO-9902/A.1.1 d. Original tracings and master specifications, upon final approval of the above-mentioned construction drawings and specifications, In accordance with Section 13 in the Agreement. e. The Public Agency reserves the right to request additional copies of plans and specifications as may be required, and only their direct printing costs will be at additional Public Agency expense. 3. The Consultant shall include in the specifications a requirement for construction contractor to maintain a set of current detailed field record drawings and otherdocuments, in form satisfactory to the Public Agency indicating significant deviations from the construction contract documents, shop drawings or installation drawings, and exact locations of work, including underground utilities. Where deviations are accomplished by change order or field order, the field record drawings shall be annotated to indicate the change orders or field orders by date number. During the construction work, the Consultant shall review field record drawings prepared by the Contractor, or Contractors, and shall promptly report to the Public Agency any observed errors or omissions in the Field Record Drawings as maintained by the Contractor. However, the Consultant is not responsible for the accuracy or completeness of record drawings prepared by the Contractor or Contractors. On completion of the construction work, the Consultant shall obtain from the Contractor or Contractors, all field record drawings, shall review the field drawings for consistency with Field Reports, Supplemental Instructions, Clarifications, Change Orders, and other written documentation of changes and for legibility of the field record information shown on the drawings, shall report any observed discrepancies to Public Agency, and shall deliver the drawings to the Public Agency. 4. In the event this Agreement is terminated for any reason whatever, prior to completion, the original tracings and specifications and other pertinent documents shall be turned over to the Public Agency and shall become the property of the Public Agency, in accordance with Agreement Sections 16 and 17. H. TIME PERIODS See "Description of the Project" above for scheduled construction duration and Project completion date. To meet the scheduled completion date, the Design Development Statement of Probable Construction Cost shall be submitted to the Public Agency by December 11, 1998; and all other Design Development Documents shall be submitted by December 4, 1998. The Construction Documents shall be submitted for bidding by January 15, 1999, provided the Public Agency Design Development review comments are issued to the Consultant by December 10, 1998. ,T CLE IV. Extra Work by the C nsultant The following services shall not be considered basic services unless so designated in Article 111, and insofar as they cause the Consultant extra expense and if au hones in -iti--byht_e Public Agencv in advance, shall be paid for by the Public Agency as provided in Agreement Section 14. A. Revisions or changes in plans or in instructions previously given which are requested by the Public Agency after approval of the Design Development Phase documents, as provided in Article V. Note, however, that changes which are due to Consultant's errors or omissions shall not be extra services. B. Preparation of change orders. Exception: Public Agency shall not pay forpreparation of charge orders issued to correct errors or omissions by the Consultant, regardless of whether the correction is beneficial or non-beneficial to the protect. K\1499\0009902WA00221o.doc. ATTACHMENT TO APPENDIX A Page 7 of 12 v Lft��d File: PDOOO-99021A.1.1 C. Design and construction documents and construction administration for repair of damage to the structures,when so directed by the Public Agency. D. The selection by the Consultant, at the Public Agency's request, of louse or unattached furniture and equipment or articles which are not included in the construction documents prepared by the Consultant under Article III. E. Assisting the Public Agency in arranging for the work to proceed should the contractor default due to delinquency or insolvency. F. Providing prolonged contract administration and observation of construction when the initial construction contract time is exceeded by more than 2 months due to no fault of the Consultant. In the event that the construction contract time is extended as a result of suspension of the construction activities due to labor strikes, court orders, natural disasters, contractor default, or any other cause beyond the control of the Public Agency or Consultant, the time period of such suspension shall not be considered construction time for the purpose of determining the period for Extra Services. The original time for completion specified in construction contract shall be six months. G. Providing services during suspension of construction when requested by Public Agency. H. Providing and accommodating code and regulatory requirements of any applicable governing agency which become newly effective after the date of the Agreement. 1. Assisting the Public Agency in obtaining the contractor's compliance with the guarantees and warranties for a period of one year following the filing of the Notice of Completion. J. Providing presentation models requested in writing by the Public Agency. Notice, however, that working or study models constructed by the Consultant for his own use or by his own choice to communicate design and construction concepts to the Public Agency shall not be extra services. K. Preparing final record drawings from the Field Record Drawings specified under Article M. Final record drawings shall be the original tracings revised to reflect the changes shown or noted on the Field Record Drawings. Deleted, changed and added items shall be "clouded" and identified with a"delta" revision symbol. Each revised sheet shall be labeled "Field Record". L. Preparing exhibits or attending meetings exclusively for purposes of CEQA processing. M. Reviewing any Contractor submittal beyond the initial submittal and one resubmittal, provided additional resubmittals are required through no fault of the Consultant. ART1C E . Consultant's Fee A. The Public Agency agrees to pay the Consultant for full performance of the basic architectural services described herein, up to the Payment Limit specified in the Amendment to the Consulting Services Agreement. 1. Until the Design Development Documents are approved by the Public Agency, if changes in the project scope are ordered in writing by the Public Agency, the Fixed Limit of Initial Construction Contract Cost shall be adjusted upward or downward to reflect any change in the Consultant's statement of probable initial construction contract cost due to the ordered change inro ect scope. Such adjustment shall be accomplished by written Amendment signed by gol the Consultant and the Public Agency. In signing such Amendment, the Consultant shall agree that the project scope and the Fixed Limit of Initial Construction Contract Cost are consistent, and that, in its opinion, the scope can be provided within the Fixed Limit. HAI 999\0009902\9AO0221o.aoc. ATTACHMENT TO APPENDIX A Page 8 of 12 File; PD000-9902/A.1.1 2. After the Design Development Documents are approved by the Public Agency, if changes in the project scope are ordered in writing by the Public Agency, services required to revise the construction or bid documents shall be paid for by the Public Agency as provided in Agreement Section 14, Extra Work, and in Article IV.A herein. 3. In addition, services during the Construction Phase which the Consultant can show are necessary and are provided&QJ&for the specific additional project scope which was ordered after the Design Development Documents were approved by the Public Agency, shall be paid for by the Public Agency as provided in.Agreement Section 14, Extra Work. Observation of construction of such additional project scope shall not be considered extra work when the observation can be performed during a visit to the construction site required to observe those elements of the basic project scope which were approved on completion of the Design Development phase. Observation of construction of such additional project scope shall not be considered extra work unless the Consultant obtains approval from the Public Agency before performing the observation service. B. Errors and omissions in documents prepared by the Consultant which are discovered before the construction contract is awarded shall be corrected by the Consultant without cost to the Public Agency. Services required to make changes in construction resulting from errors and omissions in the Contract Documents which are discovered after a contract is awarded shall be performed by the Consultant without cost to the Public Agency. ARTICLE 3'i• Paymnt nder tis Agree ent It is agreed that payments to the Consultant for basic services, shall be made monthly on an hourly basis, in proportion to work performed, as specified in the Agreement, Section 8, and in Appendix B. ARTTCL.E YII. Duties of Consultant A. RESPONSIBILITY FOR CONSTRUCTION COST 1. Since a Fixed Limit of Initial Construction Contract Cost has been established as a condition of this Agreement, the Consultant shall be permitted, subject to approval by the Public Agency, (a) to include contingencies for design, bidding and price escalation, (b) to determine what materials, equipment, component systems and types of construction are to be included in the Contract Documents, (c) to make reasonable adjustments in the scope of the Project and (d) to include in the Contract Documents alternate bids approved by the Public Agency to adjust the Initial Construction Contract Cost to the Fixed Limit. 2. If the Bidding has not started within three months after the Consultant submits the Construction Documents to the Public Agency, the Fixed Limit of Initial construction Contract Cost shall be adjusted to reflect any change in the general level of prices in the construction industry between the date of submission of the Construction Documents to the Public Agency and the date on which proposals are sought. Adjustments shall be based on the ENR 20-cities Building-Cost Index,published by McGraw-Hill,Inc.' 3. If the Fixed Limit of Initial Construction Contract Cost (adjusted as provided in Subparagra h 3 above) is exceeded by the lowest bona fide bid, the Public Agency at its option shall do one of the following. (a) award the Construction Contract if additional funds are available, (b) authorize rebidding or renegotiating of the Project within a reasonable time, (c) if the Project is abandoned, cancel in accordance with the Agreement, Section 16, or(d), require the Consultant to modify the Drawings and Specifications as necessary to comply with the Fixed Limit. if the Consultant is required to make such modifications, he shall furnish without cost to the Public Agency, the modified drawings and specifications in the number required by the Public Agency for rebidding. When separate, Phased Construction HAI94910009902N9Aa02zlo.doc. ATTACHMENT TO APPENDIX A Page 9of12 File; PD000-9902/A.1.1 Contracts are used, the foregoing options shall apply to the largest, &eneral construction contract, when the lowest bona fide bid, together with the sum of the prices or estimates for all other separate construction or procurement contracts, exceed the Fixed Limit of Initial Construction Contract Cost. B. SUBCONSULTANTS 1. Consultant shall employ all subconsultants, such as civil, mechanical, fire sprinkler, electrical, acoustical, cost, communications engineers; and landscape architects, as necessary in the opinion of the Consultant to prepare any item of service listedin Article III, except time required for acoustical or communications subconsultants shall not exceed 2 hours each. Said consultants shall be licensed by the State of California to perform their special services, when such licensing is required by law. All drawings prepared by subconsultants and included in the Contract Documents shall bear the signature W& appropriate subconsultant. 2. Each subconsultant being considered shall receive a copy of the Agreement and shall acknowledge to the prime consultant, in writing, that he has read and understands the Agreement and, furthermore, that he agrees to assist the prime consultant with all the services and duties mentioned herein as they apply to the specialties for which he is retained as a subconsultant. C. INDEMNIFICATION In the event that the Consultant retains or uses the services of subconsultants or subcontractors in connection with the services described herein,the Consultant shall enter into a written agreement with each such subconsultant or subcontractor and shall include in the agreement provisions requiring the subconsultant or subcontractor to indemnify, save and hold harmless the Public Agency, its boards, officers and employees to the same extent as the prime Consultant is required to do so. D. INSURANCE 1. During the period of this Agreement, the Consultant shall maintain in effect a policy of professional liability insurance covering errors and omissions of the Consultant and his subconsultants in an amount not less than $1,000,000.00 in the aggregate on a claims made basis. Said insurance shall require at least 30 days' written notice to the Public Agency of policy lapse, cancellation or modification. The insurance furnished pursuant to this paragraph may contain a deductible clause of not more than$25,000.00.' 2. The Consultant shall file with the Public Agency a certificate or certificates showing that the insurance specified above and in the agreement is in effect. The certificate(s) shall be submitted before signing the Agreement. 3. The Public Agency agrees to hold harmless, indemnify, and defend the Consultant from and against any and all claims, losses, damages, liability, and costs, including but not limited to costs of defense, arising out of or in any way connected with the Presentee,discharge, release, or escape of contaminants, or noise pollution of any kind, excepting any such liability as may arise out of the sole negligence of Consultant in the performance of services under this agreement. E. APPROVALS (This Paragraph not used.) 11:\1999\0009902\9A0022IoAoc. ATTACHMENT TO APPENDIX A Page 10 of 12 ...................................................................................... ............................................................. File: PDO00-9902/A.1.1 ARTICLE V111. DutiesofPublic Agene A. The overall administration of the project will be accomplished by the Public Agency. B. The following will be accomplished by the Public Agency. 1. The original Agreement, Appendix a, Paragraph B.1.d. specifies that the Consultant shall provide topographic surveys for all sites except the Concord site. That specification is hereby modi ied: the Consultant shall provide the topographic surveys for all sites except the Antioch site. A survey for the Antioch site has been provided by the Public Agency.. 2. Review all sketches, drawings, specifications,ications, proposals, contracts and other documents presented to it by the consultant and act promptly thereon, notifying the Consultant of any and all decisions thereon. 3. Act promptly in all matters requiring its attention so as not to unreasonably delay the work of the Consultant in the design and construction of the project. 4. Provide all necessary construction testing services. 5. Pay all fees required by any division or department of the State of California, utility company, or other authorities having jurisdiction, for filing, processing and checking of any item of service prepared by Consultant. 6. Prepare documents required to meet requirements of California Enviromnental Quality Act (CEQA). 7. Provide information regarding requirements for the Project, including design objectives. constraints and criteria, space requirements and relationships, flexibility and expandability, ' special equipment and systems and site requirements. C. The Public Agency may choose to provide one or more project inspectors to conduct day-to-day construction inspection at the project site. If the Public Agency decides to provide such inspector(s), the project inspector or inspectors will report to the Public Agency and will seek advice and interpretation from the Consultant with respect to the plans, specifications and other technical details of construction. As provided in Article III above, Consultant shall be required to render advice and interpretation to the inspector or inspectors, as requested, to assist them in their effort to insure that the project work is proceeding according to the plans and specifications. ARTICLE JX Non Discrimination Consultant shall not discriminate against any employee who is employed in the Project work or against any applicant for such employment because of ethnic group identification, religion, age, sex, color, national origin, or physical or mental disability. ARTICLE X. Records A. The Consultant shall establish an official file for this Project. The file shall contain adequate documentation of all actions taken by the Consultant with respect to the Project. B. Consultant shall maintain books, records, documents and other evidence pertinent to the Consultant's services on the Project in accordance with generally accepted accounting, engineering and architectural principles and practices, and retain such matter for at least four years after the date of completion of the Project. HA1 999\0009%2\9AO0221 o.doc. ATTACHMENT TO APPENDIX A Page 11 of 12 .. ............. File: PD000-9902/A.1.1 C. Consultant shall make such books, records, documents, and other evidence available to the Public Agency, or any authorized representative, during the course of construction and for at least four years after completion of the Project and provide suitable facilities for access, inspection and copying thereof. ARTICLE Xr. Notices Any notice that either party hereto desires or is required to give to the other, shall be in writing and shall be effected by personal delivery or by mail. In either event, notice to the Public Agency shall be at The Contra Costa County Architectural Division Office, 12.20 Morello', Avenue, Suite 100, Martinez, California 94553-4711. RDHAs HAI999\0OO99Q2r9A0o22Io.doc. ATTACHMENT TO APPENDIX A Page 12 of 12 r TO: BOARD OF SUPERVISORS FROM: PHIL BATCHELOR,COUNTY ADMINISTRATOR DATE: December 15,1998 SUBJECT: APPROVE THE FIRST AMENDMENT FOR EVALUATION, PROGRAMMING AND SPACE PLANNING OF COUNTY ADMINISTRATIVE BUILDINGS AT 551 PINE STREET AND SUMMIT CENTRE (WH197F) I. RECO1vflyIENDATION 1. APPROVE:the First Amendment to the Consulting Services Agreement with O'Brien Kreitzberg for continued Project Management, Programming, Space Planning and Building Evaluation Services, and AUTHORIZE the County Administrator or his designee to execute the amendment. 2. AUTHORIZE:the County Administrator or his designee to issue written authorizations for extra work,provided that the cumulative total extra cost for all such authorizations shall not exceed$25,000. Ii. FINANCIAL IMPACT This Amendment increases the Project Management Services limit by$108,325.00 for additional services identified in the course of the Building Evaluation and Programmiaig. Funds in the capital account established for the project are sufficient to cover the amount encumbered by this Amendment and increase the limit from$168,000 to$276,325. III. BACICGRUUND This change represents extra services identified in several meetings held at the County Administrator's Office;including a structurallseismic assessment of Summit Centre;alternate studies for the space planning of divisions and departments identified originally or new departments identified through adjacency studies;design and management of life safety repair work at 651 Pine Street;additional studies,estimates and schedules,expanded programming services,additional stacking plans for Summit Centre and:special studies for identifying the County's long range master planning needs in downtown Martinez. t''RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER i SIGNATURE(S). ACTION OF BOARD ON APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN UNANIMOUS(ABSENT ) AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVI'S'ORS ON THE DATE SHOWN. AYES: NOES: ABSENT: ABSTAIN: ATTESTEDD�A- �51 PHIL BATCHELOR,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY DEPUTY CONTACT: P.Batchelor,CAO CC: CAO Finance Auditor-Controller GSD(Accounting) O'Brien Kreitzberg via CAO Page 1 of I 1.1111.11....................................................................... ..................................................... ......................................................................... 0"BRIEN KREITZBERG 1 :3 6 V A &MOORE--GROUP COMPANY 651 Pire Street,6th Floor Martinez,California 94553 925 335 1040 Tel 925 335 1070 Fax December 2, 1998 Ms. Laura Lockwood Director, Capital Facilities and Debt Management Contra Costa County 651 Pine Street, 6th Floor Martinez, CA94553 SUBJECT: RENOVATIONS TO COUNTY ADMINISTRATION BUILDINGS, 651 PINE STREET AND SUMMIT CENTRE Additional Services Dear Ms. Lockwood: Attached is our proposal for the expanded services as identified in our November 4 meeting with Phil Batchelor and for the seismic evaluation of the Summit Centre. We have identified a total of$76,000 for all extra services resulting from our BER and Space Planning effort. The proposal includes the following: • Additional presentation and strategy meetings with Phil Batchelor and before the Board of Supervisors • Additional Programming for Sheriffs Department and Courts' Administration • New County Administration Building/Government Center study for the Board Presentation • Developing strategies and related studies for the replacement County Administration Building • Preparation of schedules, estimates and work plans for life safety mitigation at 651 Pine Street In addition, we have identified $32,325 in fees for the following services: • Design and Project Management for the stabilization of bridges and lobby at 651 Pine Street S.'\PROJEM\CAO\651PINE\COKRESM651-2.DOC Offices Worldwide Our scope of services continues to evolve as we conduct additional studies and respond to changing strategies. All of this work is based on actual effort. If the effort is less, OK and its sub-consultants will not bill for that portion of the authorization. If you have any questions, please contact me. Very Truly Yours, 01BRIEN KREITZBERG �&, �"t,---t! Gerry MacClelland, AIA Principal Encl. cc: John Moll, OK SAPROJECTSICA0\631 PINMCORRE SM I.2 MOC ...._. ......... ......... ......... ......... ......... ......... ......... ......... ......... .......... .... ....... ...__........ ..._._..._. .._..........._....._.. ...._................__............_.. ....................__..... ................_.... O'Brien Kreitzberg 651 Pine Street 1214198 Amendment 1 Estimated Level of Effort ADDITIONAL PROJECT MANAGEMENT SERVICES,STUDIES AND EVALUATIONS ACTION iTEWEND DATE MacClell Eggen Korzec Salido Gra hi Total Summit Centre Seismic Eval. 1 8 0 0 0 9 1-Dec Board Presentation 10 24 8 8 30 80 1-Dec Design Ph. Bridges/Lobby 14 40 20 4 0 78 31-Dec CM Mitigation 651 Pine St. 8 48 36 11 0 103 31-Jan Stacking&Space Program Aft. 12 30 0 0 0 42 31-Dec Gov. Center:Strategies&Studies 15 50 32 8 0 105 31-Jan Subtotal Manhours 60 1 200 961 31 30 1 417 Billing Rates $135.00 $115.00 $105.00 $50.00 $50.00 OK Labor Cost $8,100 $23,000 $10,080 $1,550 $1;500 $ 44,230 OK Reimbursable Expenses $ 770 SIT $ 45,000 Subconsuitant Costs TRA-BER &Gov. Center $ 15,300 TRA-Space Planning extras $ 6,000 Summit Center Seismic Eval.(TRA-$400, F1E- $7,800) $ 8,200 OK Subconsuitant Mark-Up 5% $ 1,500 Total $ 76,000 DESIGN AND PROJECT MANAGEMENT FOR STABILIZATION OF BRIDGES Project Management $ 15,000 Design:Acrhitecturai $ 5,000 Design: Structural $ 11,500 OK Subconsultant Mark-Up 5% $ 825 Total $ 32,325 Amt bud The Ratcliff Architects CONTRACT MODIFICATION FOR ADDITIONAL SERVICES CLIENT: Dan Eggen O'Brien Kreitzberg CCC Administrative Building 651 Fine Street, floor Martinez,CA 94553 CONTRACT MODIFICATION No.: 01 DATE: November 9, 1998 PROJECT: Contra Costa County/Programming PROJECT No.: 98043.00 SCOPE OF WORK: Due to several requests and changes to the Scope of Services,The Ratcliff Architects requests additional compensation per items as follows: 1) Time frame extended beyond the original deadline of October 26, 1998 2) Attend at least 3 additional meetings 3) Tour Summit Centre;gather and document lease information for other building tenants 4) Collect additional information for certain Sheriffs groups 5) Prepare additional stacking variations based upon different directions and scope TERMS AND CONDITIONS: Fixed Fee: $6,000.00 THIS AUTHORIZATION IS SUBJECT TO THE SAME TERMS AND CONDITIONS AS STATED IN THE BASE CONTRACT. Please sign and return one original of this Agreement as your acceptance of the Additional Services and your approval of the cost. Receipt of this signed original shall be confirmation of your authorization to proceed/continue with the service. Your contact person at The Ratcliff Architects will be Ann Allwein. THE RATCl1FF AZ TS ACCEPTED By By ate: ,/''/� .r ►Y' Date: PLEASE SIGN AND RETURN ACKNOWLEDGEMENT COPY Gary Burk AIA•Crodd Chin.•Donald Crosby ATA•Dav',d Dersch•Dona:-i Kasa:not�:AIA.1-.iistophei 2atcliif AIA•Elaine Schultz •M.Paul Schwartz A;A•Carolyn Silk 5856 Doyle Street Mail.PO Box 1022 info ratcliffarch corn. lel 510 652 :972 Emeryville.CA 94608 Berke 'Iey CA 94701 www,ratctifforch.com Fax 510 655 6654 The aaseun At�lfit+scls CONTRACT MODIFICATION FOR ADDITIONAL SERVICES CLIENT: Dan Eggen Crerien Krekzbers CCC Administrative Building 651 Pine Street,6*floor Martinez,CA 94553 CONTRACT MODIFICATION Na.: 01 DATE: November 16, 1998 PROJECT: Contra Costa County/BER PROJECT No.: 98043.01 SCOPE Of WORK: Due to several requests and changes to the Scope of Services,The Ratcliff Architects requests additional compensation per items as follows. 1) Time frame extended beyond the seven weeks scheduled in the BER Work Plan.Given the project start date of,August 12, 1998,the scheduled completion date for finalizing the BER was October 1, 1"8. The schedule was extended due to an extended review period as well as delay in receiving the Failure Analysts Report. (6 weeks X(2 hrs/wk 0$95/hr+ 1 hrlwk a$651hr + 1 hr/wk a$1051hr)-$2,160) 2) Attend additional meetings(1011 SM8, 10/29/98 & 11/04/98)to explore work beyond the preparation of the SER including new building scenarios,alternative strategies for temporary/quick-fix measures, peer review,board presentation,etc. (10 hrs 0$9S/hr + 8 hrs tin$1051hr + 6 hrs 0$125/hr- $2,540) 3) Additional review and revisions beyomd the one round of revisions fallowing a review period as described in the work Plan. The various reviews have been sequential rather than concurrent necessitating additional cycles of revisions. The Executive Summary has been revised and reissued three times to incorporate review comments. IS hours a$1051hr + 25 hours(0$95/hr + IS hours 0$65/hr - $3,875) 4) Script preparation,rehearsal and formal presentation to Board of Supervisors (10 hours 0$105/hr + 20 hours 0$951hr — $2,450) 5) Development of master plan/new!>uilding study (50 hours 0$105/hr - $5,250) 6) Direct expenses {Reproduction,materials,etc.estimated(a$84(3) C•++.ay k uc7[ASA•Ct4 .w Lith•"10=x,2::I&t�•VIR L``,l�D.LQTf rk.6 rSlA Q;rt7w'&rEi+Al"�{'.�..ilr.�.�7'F�Mi':i;1.ti3Y2+M Puui�t'.nwrtras:41A•t=tam'SiG: MU LkVIr S!ru*t MW K Cwt 1022 tnfc%eetatsb-wme.*h c:OtYi 1+0 Sid 632 IVY Uaeryvslht.UA 4460a awkzi3*y GA 14701 %4v~ratV1tr'='rh Lust, k*X t 20 OS.S bh-'44 C00/ZOOQ� 33I'I�LY?I too So OTS4& ZZ:TT $8/LT/TT Tbb latcon Arthiftes CONTRACT MODIFICATION FOR ADDITIONAL.SERVICES Page 2. MOD.RUTH.No.: 01 DATE: November 16, 1998 PROJECT: Contra Costa Counrf/BER PROJECT No.: 98043.01 TERMS AND CONDITIONS: Hourly Not to Exceed Fac $17,615.00 THIS AUTHORIZATION IS SUBJECT TO THE SAME TERMS AND CONDITIONS AS STATED IN THE BASE CONTRACT. Please sign,and return one original of this Agreement as your acceptance of the Additional Services and your approval of the cost. Receipt of this signed original shall be confirmation of your authorization to proceed/continue with the service. Your contact person at The Ratcliff Architects wilt be Leslie Carey. TME RATCUff ARCMtTEC" ACCEPTED A CAWOV4A CORNMAMN !3 By: Date I_' �r, xt Date: PLEASE SIGN AND RETURN ACKNOWLEDGEMENT COPY c00/COOe FS99 SS9 OLS$ EZ'.TT 96/LT/TT _. _........ ......... ......... ......... ......... ......... ......... ......... ......... 11.11. ...._ .........._......._._... ..._....... .._.._.............._......._......... ......... ........._ ......... .......... ......... ......... FORELLIELSESSER ENGINEERS, INC, Structural C al Erlgtneers Enc Eisesser. SE David A.Friedman.SE .lames B.Guthrie,SE William C.Honeck,SE October 12, 1998 Simin\aaseh.SE Mason I Wafters,SE RECEIVED Pau!Er Rodler,SE Grace S.Kang,SE Elizabeth Halton Mr. Dan Eggen OCT 17 1998 O'Brien Kreitzberg O'SRIEN KRE€TZBERG 50 Fremont Street San Francisco CA 94105 Re: Summit Center Seismic Evaluation Revised Fee Proposal F/E Job No. 9863 Dear Dan: We are pleased to present our revised fee proposal for the seismic evaluation and the development of upgrade concepts for the Summit Center building at 2530 Arnold Drive in Martinez, California. We understand that the building is a four story, 115,000 square foot steel framedbuilding. Our scope of work will be consistent with that of the 651 Pine Street buildings evaluation and is described below. 1. Seismic Evaluation. We will prepare a limited seismic evaluation of the building structure in accordance with FEMA 178 procedures. We assume that original structural drawings will be available. Not included are a review of the building's gravity framing, material testing or the opening of finishes to review concealed construction. 2. Upgrade Concepts, We will prepare upgrade concepts for up to two seismic criteria; life safety and damage control. The concepts will be presented in sketch form for your use in preparing a cost estimate. We understand that they will not be drafted nor included in the report. 3. Report. We will prepare a written report describing the building structure, the results of the seismic evaluation and proposed upgrade concepts. 4. Meetings. We anticipate two to three meetings with you and the County to present our work, however our proposal does not include formal presentations requiring significant preparation time. 160 Pine Street San Francisco.California 84111 Telephone: 415/837-0700 Fax: 415/837-0800 I AWPV Pl1998\10-12-9811 ......... ......... ......... ......... ......... ._....... ......... ......... ......._. ...... __. .. ........ ........ ............ .._....... .. .... ........ .. ............ ............. _........ ._........ ......... ......... October 12, 1998 Mr. Dan Eggen O'Brien Kreitzberg Rei Summit Center Seismic Evaluation Fee Proposal F1E Job No. 9863 Page 2 Our proposed fee for the scope of work described above is $7,800. Please feel free to call if you have any questions. Sincerely, FORELUELSESSER ENGINEERS, INC. /James B. Guthrie, S.E. Principal 1h, FORELL/ELSESSER ENGINEERS,INC. t:\W P\FP\1998\1 0-12-98.L 1 ''Ill--,............I.......................................................................................................................................................................... . . ...................................................................... FORELUELSESSER ENGINEERS, INC. Structural Engineers E'nc Elsesse,,SE David A.Friedman,SE James B.Guthrie,SE RECEIVED William I- Honeck.SE October 22, 1998 Simtn Naaseh.SE 0 C T T 2 7 1998 Mason Walters.SE Paui E.Radler.SE O'BRIEN KREITZBERG Grace S.Kang.Bizabeth HaltonSE Mr. Dan Eggen O'Brien Kreitzberg 50 Fremont Street San Francisco CA 94105 Re: 651 Pine Street Structural Improvements Fee Proposal F/E Job No. 9863 Dear Dan: We are pleased to present our fee proposal for the limited structural improvements proposed for the buildings at 651 Pine Street in Martinez, California. In our recent seismic evaluation, the bridges and the second floor link framing were identified as having potential for failure during a major earthquake. Our proposed scope of work is therefore the preparation of structural Contract Documents to mitigate these two deficiencies by revising the existing framing connections. The work is intended to be an interim solution anticipated to consist of the addition of new steel beam seats and/or the addition of new slide bearing connections. We propose the following scope of services: 1. Concept Development. In concert with you, we will develop a cost efficient structural concept to be documented in sketch form. We recommend that the existing connections to be modified be exposed to confirm their as-built construction. We will document the existing structural construction but assume that others will remove and replace finishes and provide any appropriate documentation of non-structural as-built conditions. 2. Contract Documents. We will prepare structural drawings, specifications and calculations for this work. We assume that documents for non-structural portions of the work, such as removal and replacement of finishes, modification of seismic joints, protection and phasing will be prepared by others. 3. Construction services, We will review structural submittals, respond to structural RFI's and make two site visits. 160 Pine Street San Francisco,California 94111 Telephone: 4151837-0700 Fax: 4151837-0800 1:1WPTP11998110-22-98.Ll .......... . ..................................