HomeMy WebLinkAbout1999-131
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1999-131
RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING AN
AGREEMENT TO ARCHITECT MILFORD WAYNE DONALDSON, FAIA, INC. TO
PREPARE PLANS FOR THE REHABILITATION AND ADAPTIVE REUSE OF THE
SAN BERNARDINO SANTA FE DEPOT
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. ARCHITECT MILFORD WAYNE DONALDSON, FAIA, INC'S
proposal and qualifications meet and exceed the requirements that were outlined in the Request
for Proposal for preparing plans for the rehabilitation and adaptive reuse of the San Bernardino
Santa Fe Depot. An Agreement is awarded accordingly to said Consultant in a total amount of
$275,000,00, but such award shall be effective only upon being fully executed by both parties,
All other proposals, therefore, are hereby rejected, The Mayor is hereby authorized and
directed to execute said Agreement on behalf of the City after the Pre-Award Audit is
completed by Caltrans; a copy of the Agreement is on file in the office of the City Clerk and
incorporated herein by reference as fully as though set forth at length, The Mayor is also
hereby authorized and directed to execute said Agreement with any non-substantive
amendments that have been approved by the City Attorney and agreed to by the Consultant.
SECTION 2, This Agreement and any amendment or modifications thereto shall not
take effect or become operative until the Pre-award Audit is completed by Caltrans, and the
Agreement is fully signed and executed by the parties, and no party shall be obligated
hereunder until the time of such full execution, No oral agreements, amendments,
modifications or waivers are intended or authorized and shall not be implied from any act or
course of conduct of any party,
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1999-131
1 SECTION 3, This resolution is rescinded if the parties to the contract fail to execute it
2 within thirty (30) days of the completion of the Pre-award Audit by Caltrans,
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1999-131
1 RESOLUTION . . . AWARDING AN AGREEMENT TO ARCHITECT
MILFORD WAYNE DONALDSON, FAIA, INC. TO PREPARE PLANS FOR THE
2 REHABILITATION AND ADAPTIVE REUSE OF THE SAN BERNARDINO SANTA
3 FE DEPOT
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a joint regular
meeting thereof,
6 7th
held on the day of June , 1999, by the following vote, to-wit:
7
8 Council Members: AYES NAYS ABSTAIN ABSENT
9 ESTRADA x
10 x
LIEN
11 x
12 MCGINNIS
SCHNETZ x
13
x
14 DEVLIN
15 ANDERSON x
16
MILLER --1L
17 ~'
18
~, U-J,-
Rac I Clark, City Clerk
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The foregoing resolution is hereby approved this
f~
day of
7~
, 1999,
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24 Approved as to form
and legal content:
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James F, Penman
City Attorney
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1999-131
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT made and entered into this 7th day of
June 1999, by and between the CITY OF SAN BERNARDINO ("City") and
Architect Milford Wayne Donaldson. FAIA. Inc. ("Consultant"),
RECITALS
I. Purpose
The purpose of this Agreement is to allow the City of San Bernardino to obtain
professional services to prepare preliminary plans, specifications, and cost estimates
for the rehabilitation, seismic retrofit, and adaptive reuse of the San Bernardino Santa
Fe Depot located at 1170 West 3'd Street. In order to develop plans, specifications,
estimates and related documents, it is necessary to retain the professional services of a
qualified consulting firm,
A federal Transportation Enhancement Activities grant and other sources of funding
will be utilized for the project. The use of federal funds requires the preparation of
documents for compliance with Section 106 of the National Historic Preservation
Act, as amended, These documents also need to be prepared by a qualified consultant.
The Consultant listed herein is qualified to provide the professional services required
by the City,
2. Scope of Services
Consultant shall perform those services specified in the "Scope of Services" and as
contained in the proposal dated April 2, 1999, a copy of which is attached hereto as
Attachment A and incorporated as though set forth in full. All services shall be
completed eleven (II) months after the issuance of the Notice to Proceed, Consultant
hereby accepts such responsibility as described herein,
3. Terms
The services of Consultant are to commence within thirty (30) days after the City has
authorized work to start by issuance of a Notice to Proceed and are to be completed
within eleven (II) months after issuance of the Notice to Proceed, The project
schedule specifically set forth in Attachment A attached hereto and incorporated
herein as though set forth in full, will be adjusted by Consultant as the City authorizes
the work. Such adjustments shall require City approval prior to commencement of
performance of each phase. The Director of Development Services is authorized to
approve line item adjustments to the Agreement's Program Budget as long as either
of such amendments are upon the same terms and conditions as specified herein, This
Agreement shall expire as specified by the Attachment A schedule unless extended by
written agreement of the parties,
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1999-131
4. Standard Of Performance
Consultant shall complete all work products and design in conformance with the
Secretary of the Interior's Standards for Rehabilitation and Guidelines for
Rehabilitatinf! Historic Buildinf!s, Uniform Building Code, State Historic Building
Code, National Historic Preservation Act, National Environmental Policy Act,
California Environmental Quality Act, and City of San Bernardino requirements,
S. Consultant Resoonsibilities
Consultant shall complete the work program described in Attachment A. All work
products and/or documents described in the "Scope of Services" shall be completed to
the satisfaction of the City. Consultant commits the principal personnel listed below
to the project for its duration:
Consultant:
MR. MILFORD WAYNE DONALDSON
ARCHITECT MILFORD WAYNE DONALDSON, FAIA, INC.
6. Deoartment Suooort
The Development Services Department shall provide Consultant with any plans,
publications, reports, statistics, records or other data or information pertinent to the
services to be provided hereunder which are reasonably available to the Department.
7. Resoonsibilitv of Parties
A. The Consultant may reasonably rely upon the accuracy of data provided through
the City or its agents without independent evaluation,
B, The City shall pay all costs of inspection and permit fees, if applicable, Charges
not specifically covered by the terms of this Agreement shall be paid as agreed by
the parties hereto at the time such costs arise; but in no event shall the work to be
performed hereunder cease as a consequence of any unforeseen charges unless by
mutual written agreement of City and Consultant.
C, All tracings, plans, specifications, maps, survey notes, and other original
documents are instruments of service and shall remain the property of Consultant
except where by law, precedent, or agreement these documents become public
property, All such documents or records shall be made accessible to City,
Consultant shall maintain all records for inspection by the City, State, or their
duly authorized representatives for a period of three (3) years after final payment.
Consultant shall stamp and sign all specifications, estimates, plans and Consultant
data furnished, and where appropriate, indicate registration number,
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1999-131
D, Pursuant to Government Code 8546,7, the Consultant, subcontractors, City and
the State shall maintain all books, documents, papers, accounting records, and
other evidence pertaining to the performance of the contract, including but not
limited to, the costs of administering the contract. All parties shall make such
materials available at their respective offices at all reasonable times during the
contract period and for three years from the date of final payment under the
contract. The State, the State Auditor, FHW A or any duly authorized
representative of the Federal government shall have access to any books, records,
and documents of the Consultant that are pertinent to the contract for audits
examinations, excerpts, and transactions, and copies thereof shall be furnished if
requested,
8. Suoervision And Acceotance Of Services
A, The Director of Development Services of City, or his designee, shall have the
right of general supervision over all work performed by Consultant and shall be
City's agent with respect to obtaining Consultant's compliance hereunder. No
payment for any services rendered under this Agreement shall be made without
prior approval of the Director of Development Services of his designee,
8, The Office of the City Administrator may review and inspect the Consultant's
activities during the progress of the program,
C, The ongoing assessment and monitoring of this Agreement is the responsibility of
the Director of Development Services or designee,
9. Comoensation
A. Upon satisfactory completion of the work, the Consultant will be paid a lump sum
of $249,267, in arrears, for all work and services performed under this contract,
and upon receipt of the itemized invoices, submitted in triplicate to the contract
manager. The invoice amount will be based on a percentage completion by task,
For the purpose of invoicing, certain tasks may be combined in assessing
percentage completion, Consultant will submit an invoice to the City every four
(4) weeks, Attached as Attachment C and incorporated herein is a copy of a
Memorandum, dated August 25, 1999 from Harman Sufi, Auditor with the State
Business, Transportation and Housing Agency, Department of Transportation
Audits and Investigations, to Al Raymond, Senior Area Engineer, Office of Local
programs (hereinafter "Caltrans Pre-award Audit Letter"), The parties
acknowledge receipt of the Caltrans Pre-award Audit Letter. The parties agree
that the City will utilize sources of funding other than the Federal TEA grants if
Caltrans finds that the amount of $20,994 (as stated on page 5 of the Caltrans Pre-
award Audit Letter) is unallowable,
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1999-131
B. Said compensation shall not be altered unless there is a significant alteration in
the scope, complexity, or character of the work to be performed, Any such
significant alteration shall be agreed upon in writing by City and Consultant prior
to commencement or performance of such significant alteration by Consultant.
Any such adjustment of the total cost of services will only be permitted when the
Consultant establishes and City has agreed, in writing, that there has been, or is to
be, a significant change in:
I, Scope, complexity, or character of the services to be performed;
2, Conditions under which the work is required to be performed; and,
3, Duration of work if the change from the time period specified III the
Agreement for completion of the work warrants such adjustment.
C. The Consultant is required to comply with all Federal, State, and Local laws and
ordinances applicable to the work and which are in effect as the date of the Notice
to Proceed, The Consultant is required to comply with prevailing wage rates in
accordance with California Labor Code Section 1770,
D. Code of Federal Regulations (CFR) 48 Chapter!, Part 31 shall be used to
determine the allowability of the individual items of cost.
E. The Consultant agrees to comply with federal procedures in accordance with CFR
49, Part 18, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments,
F. Any costs for which payments have been made to the Consultant, which are
determined by subsequent audit to be unallowable under CFR 48, Chapter I Part
31, are subject to repayment by the Consultant to the City of San Bernardino, the
State and the Federal Government.
G. Any subcontract, entered into as a result of this Agreement, shall contain all of the
provisions of this Article,
10. Payment By City
The billings for all services rendered pursuant to this Agreement shall be submitted
every four (4) weeks by Consultant to City and shall be paid by City within thirty (30)
days after receipt of same, excepting any amounts disputed by City, Dispute oyer any
invoiced amount shall be noticed to the Consultant within ten (10) days of billing and
a meet and confer meeting for purposes of resolution of such dispute shall be initiated
by the City within ten (10) days of notice of such dispute. Interest of 1-1/2 percent per
month (but not exceeding the maximum rate allowable by law) will be payable on any
amounts not in dispute and not paid within forty (40) days of the billing date,
payment thereafter to be applied first to accrued interest and then to the principal
unpaid amount. On disputed amounts, interest shall accrue from thirty (30) days of
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1999-131
the invoice date if the amount in dispute is resolved in favor of the Consultant. All
tasks as specified in Attachment A shall be completed prior to final payment,
11. Chanl!:es/Extra Services
A. Performance of the work specified in the "Scope of Services", is made an
obligation of the Consultant under this Agreement, subject to any changes made
subsequently upon mutual agreement of the parties, All such changes shall be
incorporated by written amendments to this Agreement and include any increase
or decrease in the amount of compensation due Consultant for the change in
scope, Any change which has not been so incorporated shall not be binding on
either party,
B. No extra services shall be rendered by Consultant under this Agreement unless
such extra services are authorized, in writing, by City prior to performance of
such work, Authorized extra services shall be invoiced based on Consultant's
"Fee Proposal" dated April 19, 1999, a copy of which is attached, hereto, as
Attachment B and incorporated herein as though set forth in full.
12. Replacement of Named Personnel
It has been determined that the individuals named in this Agreement (and in
Attachment A) are necessary for the successful performance of this Agreement. No
diversion or replacement of these individuals shall be made by Consultant without
written consent of the City, provided that the City may ratifY, in writing, within ten
(l0) days of diversion or replacement and such ratification shall constitute the consent
of the City required by this clause, If the City fails to respond to Consultant within
ten (l0) days of notification by Consultant, said personnel diversion or replacement
shall be deemed approved.
13. Assil!:nment Or Subcontractinl!:
Consultant thereof, may assign neither this Agreement, nor any portion without the
written consent of City, Any attempt by Consultant to assign or subcontract any
performance of this Agreement without written consent of the City shall be null and
void and shall constitute a breach of this Agreement. All subcontracts exceeding
$10,000 shall contain all provisions of this contract.
14. Independent Contractor
Consultant shall perform the services as contained herein as an independent
contractor and shall not be considered an employee of the City, This Agreement is by
and between Consultant and the City, and is not intended, and shall not be construed,
to create the relationship of agent, servant, employee, partnership, joint venture, or
association, between the Consultant and City,
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1999-131
15. Notice
All official notices relative to this Agreement shall be in writing and addressed to the
following representatives of Consultant and City:
CONSULTANT
Mr. Milford Wayne Donaldson, Project Manager
Architect Milford Wayne Donaldson, F AlA, Inc,
530 Sixth Avenue, Suite 100
San Diego, CA 92101
CITY
Mr. Michael E, Hays, Director
Development Services Department
300 North "D" Street
San Bernardino, CA 92418
Nothing in this paragraph shall be construed to prevent the glVlng of notice by
personal service,
16. Construction Cost Estimates
Any opinion of the construction cost prepared by Consultant represents his judgement
as a design professional and is supplied for the general guidance of the City. Since
Consultant has no control over the cost of labor and material, or over competitive
bidding or market conditions, Consultant does not guarantee the accuracy of such
opinions as compared to contractor bids or actual cost to the City,
17. Covenant Al!:ainst Continl!:ent Fee
The Consultant warrants that he/she has not employed or retained any company or
person, other than a bona fide employee working for the consultant, to solicit or
secure this Agreement, and that he/she has not paid or agreed to pay any company or
person, other than a bona fide employee, any fee, commission, percentage, brokerage
fee, gift, or any other consideration, contingent upon or resulting from the award of
formation of this Agreement. For breach or violation of this warranty, the City shall
have the right to annul this Agreement without liability, or at its discretion to deduct
from the Agreement price or consideration, or otherwise recover, the full amount of
such fee, commission, percentage, brokerage fee gift, or contingent fee.
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1999-131
18. Continl!:encies
In the event that, due to causes beyond the control of and without the fault or
negligence of Consultant, Consultant fails to meet any of its obligations under this
Agreement, and such failure shall not constitute a default in performance, the City
may grant to Consultant such extensions of time and make other arrangements or
additions, excepting any increase in payment, as may be reasonable under the
circumstances, Increases in payment shall be made only under the "changes"
provision of this Agreement. Consultant shall notify City within three (3) days in
writing when it becomes aware of any event or circumstances for which it claims or
may claim an extension,
19. Release of News Information
No news release, including photographs, public announcements or confirmation of
same, of any part of the subject matter of this Agreement or any phase of any
program hereunder shall be made without prior written approval of the Director of
Development Services,
20. Confidentiality of Reports
Consultant shall keep confidential all reports, information and data received, prepared
or assembled pursuant to performance hereunder and that the City designates as
confidential. Such information shall not be made available to any person, firm,
corporation or entity without the prior written consent of the Director of Development
Services,
21. Hold Harmless Clause
A, Consultant hereby agrees to hold City, its elective, and appomtJve boards,
officers, and employees, harmless from any liability for damage or claims for
damage or personal injury including death, as well as from claims for property
damage, to the extent such are proximately caused by Consultant's negligent acts,
errors or omissions under this Agreement.
B, Consultant shall indemnify, defend and hold free and harmless the City, its
officers, and its employees from all claims, damages, costs, expenses, and
liability, including, but not limited to, attorney's fees imposed upon them for any
alleged infringement of patent rights or copyrights of any person or persons in
consequence of the use by City, its officers, employees, agents, and other duly
authorized representatives, of programs or processes supplied to City by
Consultant under this Agreement.
C. The prevailing party in any legal action to enforce or interpret any provisions of
this Agreement will be entitled to recover from the losing party all reasonable
attorneys' fees, court costs, and necessary disbursements in connection with that
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1999-131
action, The costs, salary, and expense of the City Attorney, and members of his
office, in connection with that action shall be considered as attorneys' fees for the
purposes of this Agreement.
22. Indemnification
Consultant agrees to indemnifY, defend, and hold harmless City and their agents,
officers and employees from and against any and all liability, expense and claims for
damages of any nature whatsoever, including, but not limited to, bodily injury, death,
personal injury, or property damages arising from or connected with Consultant's
negligent performance under this Agreement.
23. Liabilitv/Insurance
A. Consultant's liability insurance for injury or damage to persons or property
arising out of work for which legal liability may be found to rest upon Consultant
other than for professional errors and omissions, shall be a minimum of
$1,000,000,00, For any damage on account of any error, omission, or other
professional negligence, Consultant's insurance shall be limited in a sum not to
exceed $50,000,00 or Consultant's fee, whichever is greater.
B, The City shall require the Consultant to provide Workers' Compensation and
Comprehensive General Liability Insurance, including completed operations and
contractual liability, with coverage sufficient to insure the Consultant's
indemnity, as above required; and, such insurance shall include the City, the
Consultant, their subcontractors, and each of their officers, agents and employees
as additional insureds,
C, Consultant shall provide evidence of insurance in the form of a
policy/certification of insurance or other acceptable evidence, in which the City is
named as an additional named insured (except on Workers' Compensation) to the
extent of the coverage required by this Agreement.
D, Notwithstanding anything to the contrary herein, the Consultant and its
subconsultants and specialty consultants shall have no responsibility for the
discovery, presence, handling, removal, disposal of or exposure of persons to
hazardous materials in any form at the different sites of the Project including, but
not limited to asbestos, asbestos products, polychlorinated biphenyl (pcb) or other
toxic substances expect for any such substances brought to the site by the
Consultant or subconsultants or used by same in the performance of their work,
24. Conflict of Interest
Consultant agrees for the term of this Agreement not to enter into any agreement that
will inure to the detriment of the City of San Bernardino,
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1999-131
25. Comoliance with Laws
The parties agree to be bound by applicable federal, state and local laws, regulations
and directives as they pertain to the performance ofthis Agreement.
26. Comoliance With Civil Ril!hts Laws
Consultant hereby certifies that it will not discriminate against any employee or
applicant for employment because of race, color, religion, sex, marital status, age,
handicap or national origin, Consultant shall comply with all State and Federal Civil
Rights Laws in its hiring practices and employee policies, Such action shall include,
but not be limited to, the following: recruitment and recruitment advertising,
employment, upgrading, and promotion, In addition, Consultant shall not exclude
from participation under this Agreement any subcontractor on the basis of race, color,
religion, sex, marital status, age, handicap, or national origin in compliance with State
and Federal laws,
27. Severability
In the event that any provision herein contained is held to be invalid, void or illegal
by any court of competent jurisdiction, the same shall be deemed severable from the
remainder of this Agreement and shall in no way affect, impair or invalidate any other
provision contained herein, If any such provision shall be deemed invalid due to its
scope or breadth, such provision shall be deemed valid to the extent of the scope or
breadth permitted by law,
28. Interoretation
No provision of this Agreement is to be interpreted for or against either party because
that party or that party's legal representative drafted such provision, but this
Agreement is to be construed as if it were drafted by both parties hereto,
29. Entire Al!reement
This Agreement with Attachments A through D constitutes the entire understanding
and agreement of the parties,
30. Waiver
No breach of any provision can be waived unless in writing, Waiver of anyone
breach of any provision shall not be deemed to be a waiver of any other breach of the
same or any other provision hereof.
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1999-131
31. Termination
A. This Agreement may be terminated by either party upon thirty (30) days written
notice in the event of substantial failure of the other party to perform in
accordance with the terms of this Agreement. Each party shall have twenty (20)
days following date of such notice within which to correct the substantial failure,
giving rise to such notice, In the event of termination of this Agreement, City
shall within thirty (30) days pay Consultant for all the fees, charges and services
performed to City's satisfaction by Consultant, which finding of satisfaction shall
not be unreasonably withheld, Consultant hereby covenants and agrees that upon
termination of this Agreement for any reason, Consultant will preserve and make
immediately available to City, or its designated representatives, tracings, plans,
specifications, maps, survey notes, correspondence, or records related to work
paid for by the City and required for its timely completion, and to fully cooperate
with City so that the work to be accomplished under this Agreement may continue
within forty-five (45) days of termination, Any subsequent use of such incomplete
documents, other than their originally intended use, shall be at the sole risk of the
City, and the City agrees to hold harmless and indemnify Consultant from any
claims, losses, costs, including attorney's fees and liability arising out of such use,
Consultant shall be compensated for such services in accordance with Attachment
8,
8. This agreement may be terminated for the convenience of the City upon thirty
(30) days written notice to Consultant. Upon such notice, Consultant shall provide
work product to City, and City shall compensate Consultant in the manner set
forth above,
C, Following the effective date of termination of this Agreement pursuant to this
section, the Agreement shall continue until all obligations arising from such
termination are satisfied,
32. Remedies
Section 9-1.1 0 of the Caltrans Standard Specifications is hereby specifically waived
and not applicable to this Agreement. The parties hereto otherwise agree not to be
bound by any other requirements for binding arbitration of any dispute arising
hereunder. Disputes shall be resolved by agreement of the parties, or upon the failure
of such agreement, by direct application to the Courts,
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1999-131
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed as ofthe day and year first above shown,
Approved as to form
and legal content:
James F, Penman,
City torney
AN~BERNARDINO
/'\
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,
I
Appr d as to program:
CITY OF SAN BERNARDINO,
Development Services Department
,~
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BY:~ l
Director
CONSULTANT,
Architect Milford
Donalds , AlA, Inc.
yne
By: VN-'
(Signature)
A..-
Name:
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1999-131
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1999-131
REQUEST FOR PROPOSAL TO PROVIDE
ARCHITECTURAL AND ENGINEERING
SERVICES FOR THE
SAN BERNARDINO
SANTA FE STATION
REHABILITATION AND
ADAPTIVE REUSE
.;....-:-;"1-"', _
-:.;:,. :' ~:.... --<'~.f_~_".:;~;':'~ ~,.
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SAN BERNARDINO, CALIFORNIA
PREPARED FOR:
THE CITY OF SAN BERNARDINO
DEVELOPMENTSERVlCESDEPARTMENT
300 NORTH D STREET
SAN BERNARDINO, CA 92418
PREPARED BY:
ARCHITECT MILFORD WAYNE DONALDSON, FAIA, INC.
530 SIXTH A VENUE
SAN DIEGO, CALIFORNIA 9210 I
(619) 239-7888
,.
April 2, 1999
SECTION I
SECTION II
SECTION III
1999-131
TABLE OF CONTENTS
UNDERSTANDING AND APPROACH TO THE PROJECT
EXPERIENCE
NON-CONFLICT OF INTEREST STATEMENT
,.
1999-131
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1999-131
San Bernardino Santa Fe Station
JII(\' 15,1918
SECTION I
l;~'DERST M'DING AND APPROACH
TO THE PROJECT
A. APPROACH TO THE PROJECT
The City of San Bernardino's goal is to rehabilitate, seismically retrofit and adaptively reuse the Santa Fe
Station Building, Architect Milford Wayne Donaldson, F AlA's approach is to help the City reach its goal by
developing an adaptive reuse strategy, The City. through a future Master Plan of the area, is considering the
Santa Fe Station's future as a public transportation center which could include uses as a full service Amtrak
passenger station, permanent crew facilities for Metrolink and a bus travel terminal.
Analysis of the San Bernardino Santa Fe Station for rehabilitation and adaptive reuse requires new ideas and
a vision to establish a successful design, Architect Milford Wayne Donaldson. FAIA has extensive experience
with similar transportation projects involving sensitive planning issues, community input. budget constraints
and the adaptive reuse of historic buildings, Most of these projects have been listed or are eligible to be
included on the National Register of Historic Places and they have been rehabilitated according to the
Secretary of the Interior's Standards for Rehabilitation of Historic Buildings
,.
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Architect Milford Wayne Donaldson, F AlA will lead a team of highly qualified consultants in the rehabilitation
and adaptive reuse of the Santa Fe Station at San Bernardino, Architect Milford Wayne Donaldson. F AlA will
assist ,he City of San Bernardino and the San Bernardino Associated Governments in the development of
"take-part community stakeholders' workshops" in order to infonn and solicit community opinion regarding
the scope, focus and priorities for the project. Architect Milford Wayne Donaldson, F AlA will also assist the
City of San Bernardino and the San Bernardino Associated Governments with their compliance mandates with
State and Federal agencies including the State Historic Preservation Officer and the California Department of
Transportation,
The following issues are presented as an "outline of conceptual approaches" to the development of meeting
the City's goals, These conceptual approaches will incorporate creative responses from the City, other agencies
and the community-at-Iarge, The proper development of the Santa Fe Station can provide the City with an
economic boost to the neighborhoods, re-establish the cultural and historical significance of San Bernardino's
contributions as a,transportation hub for Southern California and serve as a model for future development for
the City of San Bernardino,
1. Preliminary Desien Concepts
The construction of Interstate 2 I 5 separated the Santa Fe Station site from what has been traditionally
considered a part of downtown San Bernardino, The Santa Fe Railroad and Historic Route 66 were
instrumental in the development ofthe San Bernardino Valley and Southern California and both connected the
east and west sides of the valley, Because of the division created by the Interstate 215. the "Santa Fe Area"
is now considered a part of the west side. This area is separated on many levels from the Civic Center and
downtown, The physical division represents cultural and economic "boundaries" as well,
Although the traditional link with the downtown has been lost, a revitalized Santa Fe Station can serve as a
new focal point for a community renaissance, This revitalization should embrace the culture of the Santa Fe
Area captured in an historic context reflective of the past glory and grandeur of the building and site. It should
reach beyond perceived boundaries to draw people into the community lending economic and cultural stimulus,
The Santa Fe Station has the opportunity to create its theme around trains and rail transportation, celebrating
its rich history and significance to the region, Through creative partnering with train clubs and the railroad
there is the potential for train festivals and a rail-themed museum, exhibits, retail, entertainment and dining,
These elements will start to drive the "economic engine" that is necessary for the revitalization effort,
Lmkages to the successful Route 66 Festival should be encouraged,
In the 1990s with the rebirth of the rail transportation of Metrolink and the City's adoption of the San
Bernardino Bicycle Facilities Master Plan, a linear system of ground transportation other than the automobile
was put into place, The opportunity for the economic development, the social integration and the cultural
diversity of the City could be realized by the rehabilitation of the Santa Fe Station, The Santa Fe Station offers
generous spaces to invite urban plaza activities such as fanners' markets, the celebration of art programs,
music and ethnic festivals and a place to meet casually arriving/departing friends and business associates. A
special district acting as a destination point can be created utilizing shade, water. color, texture, seating areas,
cafes, shops and Museum activities relating to railroad history,
The west side of San Bernardino provides the City with enonnous opportunities to create a vision of energy,
historic presenoation and cultural identity centered around the greatest historical icon of the area, the Santa
Fe Railroad Station. There is a need for the west side to capture a sense of place where people are drawn by
the unique character and urban activity,
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2. Sienificant Approval Issues
The Ciry of San Bernardino and the San Bernardino Associated Governments (SANBAG) are the current
owners of the Santa Fe Station,
A federal Transportation Enhancement Activities grant and other sources offunding will be utilized for this
project. The use of Federal funds requires preparation of documents for compliance with Section 106 of the
National Historic Preservation Act, as amended, The Federal Highway Administration, with oversight
provided by the California Department of Transportation. is the lead agency for approval of the environmental
document. The City has been designated as the responsible agency for completing the necessary reports and
studies to support the environmental review,
The Building is designated as a California Point of Historical Interest (CPHI-53), and identified as a local
landmark in the Ciiy's General Plan, As part of the project, Architect Milford Wayne Donaldson, F AlA, Inc,
will be responsible for preparing the National Register of Historic Places Registration Form and supporting
documentation for submittal to the California Office of Historic Preservation and the State Historical
Resources Commission,
The following significant approval issues will be considered by Architect Milford Wayne Donaldson, F AlA
(MWD) during the preliminary design phase:
a, Compliance with Section] 06
Because a federal Transportation Enhancement Activities grant will be utilized for this project,
cultural resource studies are subject to the procedures and review of the State of California Department
of Transportation (Caltrans) and the Federal Highway Administration (FHW A), These studies are
required by Advisory Council on Historic Preservation (ACHP) regulations (36 CFR 800) for
implementing Section 106 of the National Historic Preservation Act (NHPA)' Section 106 studies
provide the infonnation necessary to satisfY legal requirements for environmental documents under the
National Environmental Policy Act (NEP A), for consultation with the State Historic Preservation
Officer (SHPO), and for complying with the California Environmental Quality Act (CEQA), Caltrans
acts as a coordinator in the Section 106 process. but the fmal responsibility to carry out this regulation
belongs to the FHW A.
MWD will perform all studies required by the FHW AlCaltrans procedures (as described in the
Caltrans Guidance for Consultants) to identifY historic properties within the Area of Potential Effects
in accordance with Section 106. MWD will prepare an Area of Potential Effects Map, all necessary
California Historic Resource Inventory Forms (DPR 523 forms), an Historic Architectural Survey
Report (HASR) and an Historic Property Survey Report (HPSR) in order to obtain SHPO
concurrence with survey fmdings, MWD will then prepare a Finding of Effect report for all National
Register-listed or -eligible historic properties and provide appropriate sections of the NEP A and CEQA
documents for the proposed project.
b, Sections 110 and] 12 Compliance
Sections] 10 and 112 of the NHP A have limited applicability for the rehabilitation of the Santa Fe
Station in San Bernardino, Section 110, for the most part, applies to historic properties that are und<<
the jurisdiction or control ofa federal agency, which is not the case for the Santa Fe Station, The only
applicable subsections of Section 110 are (a)(2)(C) through (a)(2)(E) and (k). which discuss projects
that will be potentially affected by agency actions, The project would be in compliance with these
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Section I 10 subsections as long as it fulfills its Section 106 responsibilities according to the Caltrans
procedures, The only applicable subsection of Section 112 is (a)(I HB). which requires the use of
qualified professionals as supplied by MWD in the appropriate discipline, Therefore, compliance with
Sections 110 and 112 would require no additional scope of work beyond that required by Section
106,
c, State Historic Preservation Officer (SHPO) Consultation
MWD will be responsible for assisting Caltrans District 8 with Section 106 consultation as needed.
including preparation of correspondence with the California SHPO and FHW A, MWD has a great
deal of experience in the Section 106 consultation process, Typically, District 8 prepares any FHW A
or SHPO correspondence based on the information provided in the reports,
d, Area of Potential Effects
Pursuamto 36 CFR Part 800.4, federal agencies are required to establish an Area of Potential Effects
(APE) in'consultation with the California State Historic Preservation Officer (SHPO), The APE is
defined as "the geographic area or areas within which an undertaking may cause changes in the
character or use of historic properties. if any such properties exist'. [36 CFR ~800,2(c)]. The APE
will be determined through consultation with Caltrans District 8. an APE map will be prepared and
approved by District 8. and signed by FHW A, Because the project is the rehabilitation of an historic
property. the APE will probably be limited to the Santa Fe Station parcel.
e, Preparation of California Department of Parks and Recreation (DPR 1523 Forms
In consultation with Caltrans District 8. the Santa Fe Station (and any other buildings that may be in
the APE) would be examined in detail. site-specific research performed, and findings of National
Register eligibility presented on California Historic Resources Inventory Forms (DPR 523 version
1/95),
According to Caltrans procedures. the application of National Register criteria will be presented on
the State of California's DPR 523 forms for recording historical resources. including a detailed
description of the building and a statement of its significance, The forms are required by the
Regulations for California Register of Historical Resources that were formally adopted by the State
Historical Resources Commission on January 1, 1998, and are appropriate for Section 106
consultation, At a minimum. these regulations require that a qualified architectural historian complete
a Primary Record (DPR 523A) and a Building, Structure, and Object Record (DPR 5238).
The Request for Proposal (RFP) states that a National Register of Historic Places Registration
Fonn be prepared for the Santa Fe Station. this requirement is redundant with the preparation of the
DPR 523 form, but has been budgeted in the cost proposal. The DPR 523 form will satisfy the
Section] 06 requirements that the Santa Fe Station be determined eligible or ineligible for the National
Register by a federal agency. and the fmding concurred with by the SHPO, If it is determined eligible
for the National Register by consensus between a federal agency and the SHPO. it has the same legal
standing as if the Santa Fe Station were individually listed on the National Register.
,.
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f. National Park Service rNPS) / State Historical Preservation Officer (SHPO)
The City proposes to rehabilitate and seismically retrofit the Building consistent with the Secretary of
the Interior's Standards for Rehabilitation and Guidelines for Rehabilitating Historic Buildings
(Standards), The adaptive reuse strategy for the Santa Fe Station will be detennined through an
adaptive reuse analysis and through the "take-part community stakeholders' group workshops"
10 be conducted by the City and Architect Milford Wayne Donaldson, FA lA, Consideration may be
given to the Santa Fe Station's future use as a public transportation center which could include such
elements as a full service Amtrak passenger station, pennanent crew facilities for Metrolink, and a bus
travel terminal.
Since there are federal funds involved in the rehabilitation of the Santa Fe Station and for
improvements to the grounds, the NPS and SHPO would require review of the project. Architect
Milford Wayne Donaldson, F AlA will prepare all documents and interface with the NPS and SHPO
to receive final approval.
g, Effects Analysis
Assuming that the Santa Fe Station is found eligible for inclusion in the National Register of Historic
Places, then the Criteria of Effect and Adverse Effect (36 CFR 800,9) must be applied, and the
SHPO's concurrence again requested, Even though the rehabilitation would be done in accordance
with the Secretary's Standards, Caltrans Guidance requires that a separate report, The Finding of
Effect, be prepared that documents the application of the Criteria of Effect and Adverse Effect.
Because this is a rehabilitation project, the finding on the Santa Fe Station is anticipated to be "no
adverse effect", The Finding of Effect will provide the basis for the effects analysis required in the
environmental documents, In the event that Caltrans also requires preparation of an Archaeological
Survey Report by a consultant for this project. MWD will add the services of a qualified
archaeologist, which has not been budgeted in the cost proposal.
h, Investigations and Findings Regarding Hazardous Materials and Toxic Waste
Investigations have been made for hazardous materials (lead based paint, asbestos, and pigeon
droppings) and toxic waste (PCB and hydrocarbons), This investigation needs to be supplemented
with a mitigation plan prior to the construction work start date, Architect Milford Wayne Donaldson,
F AlA recommends that a plan for mitigation of such materials be developed during this phase of
development. Our insurance requirements prohibit direct contracting with hazardous materials
consultants, Architect Milford Wayne Donaldson, F AlA, however, is pleased to interface with a
hazardous materials consultant to help
preserve important features or historic
fabric of the Santa Fe Station that may
contain hazardous materials,
t,
City of San Bernardino Approvals
Architect Milford Wayne Donaldson, F AlA
and the consultants have been fortunate in
the past to work with the City of San
Bernardino approval process, We
anticipate a smooth approval process and
will work diligently to provide the City with
the personal service it expects for a project
of this large scope, environmental sensitivity
and historic preservation complexities,
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Since the Santa Fe Station is located in an IndustriaVHeavy Commercial district. the Santa Fe Station
would be processed through a "Development Permit Type II," "hlCh is specified for
rehabilitation/adaptive reuse, re-establishing use projects, The Type II permit will be processed
through the Planning Department via the Development/Environmental Review committee, The revie"
period would take approximately 30 days and may include a public workshop to solicit community
input, MWD's approach is for the project to retain the Santa Fe Station's transportation-related
functions, and may include other amenities such as entertainment, shopping. and restaurants,
3. Significant Planning and Rehabilitation Issues
a, Site Development! Landscaping
The MWD team proposes to research historical photos and available
documentation as necessary to determine to original landscape elements,
Other periods of improvements will be identified, Relevant elements will
be borrowed to create a series of design alternatives for consideration, The
successful elements will be included in the final design and implemented
through the workshop process,
The design of the landscape should focus on providing basic elements to
make the environment more comfortable and appealing to the basic needs
of visitors as "ell as making it more festive, The landscaping at the site
has been ignored tor se\l::ral years. The ivy has htaken over" the \vest
arcade and hides much of the architecture as well as damaging the
building, Shade, "aler. and seating are essential. Lighting will provide
security as well as esthetics, Color. texture. signage and graphics will add
interest and life to the exterior spaces, Paving and plant materials will tie
various elements together and complete the theme, These landscape
elements should relate historically to the period of construction and the
architecture as well as have a railroad theme "as appropriate."
The development of a Museum of the San Bernardino Railroad
Historical Society (SBRHS) to the east of the Santa Fe Station could be
considered as a potential planning element at this stage of the program,
The challenge of SBRHS is "to bring to life the soul and spirit of days
gone by through the preservation of an education about our railroad
heritage, Therefore. we must aspire to preserve a clear vision of the past,
in order to inspire the imagination of future generations," The SBRHS
also wishes to display Santa Fe Engine #3751.
b, Bus Loading, Parking, Site Circulation
As visitors arrive at the site they become confused and disoriented, Detail
studies need to be made to determine how the adaptive reuse will impact
the traffic around the Santa Fe Station and how the new uses can be
serviced, The circulation needs of the Metrolink and Amtrak will be
addressed, Consideration will be given to the Santa Fe Station's future
use as a public transportation center.
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Additional planning investigations regarding traffic issues will be
required to substantiate the solutions, Truck loading, bus circulation
and visitor parking are of particular concerns,
c, Accessibilitv Issues
Accessibility to meet the Americans with Disabilities Act (ADA) will
be a major consideration in the development of the Santa Fe Station for
adaptive reuse, Architect Milford Wayne Donaldson. FAIA helped in
the preparation of the "ational Park Service's Presen'ation Brief32:
Making Historic Buildings Accessible and has used the State
Historical Building Code accessibility alternatives for many years,
Specific care needs to be given to the remodel of the Santa Fe Station's
interior spaces to comply with the Secretary of the Interior's for
Rehabilitation Projects, There are alternative access compliance
solutions" available, These alternatives need to be considered when
preserving the historic fabric of the Santa Fe Station while meeting the
requirements of ADA,
d, Functions of the Amtrak Personnel
Currently. Amtrak staff sells tickets. moves baggage and even cleans
toilets, With the rehabilitation of the facility the current staffing needs
have to be assessed, Security and late hour operation requirements of
the complex require further study in order to support a fnll-time
economic use of the Santa Fe Station, The potential for full-service
Amtrak passenger service, freight service and permanent crew
facilities for Metrolink will be analyzed,
e, "Harvev House" Restaurant
Further study needs to be made on the location and economic viability of a restaurant or cafe with
the Santa Fe Station, The former location of the Harvey House Restaurant offers an excellent
opportunity for the development of a new theme restaurant. Refreshment centers could also be
provided by portable carts outside the historical lobby, It may be possible to include a small
convenience cafe in addition to a larger restaurant theme restaurant,
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f Interior Rehabilitation of the Santa Fe Station
The interior spaces of the Santa Fe Station will be
rehabilitated consistently with the Secretary of the
Interior's Standards,
The adaptive reuse strategy for the Station will be through
a series of "take-part community stakeholders' group
workshop" and analysis by the City and Architect Milford
Wayne Donaldson. F AlA, The use of the State Historical
Building Code, previously successes we have had with
hazardous material remediation. the level of seismic
retrofit and ability to find and specific archaic building
materials and construction techniques will be developed
during th,is phase,
g, Marketing Concerns
As the desired uses for the Santa Fe Station are developed through the community stakeholders' group
workshop process. there needs to be a confirmation of potential marketing and economic viability
of these uses,
The marketing strategy will allow a realistic approach towards the challenge of the development of the
site, The strategy will include the intermediate adjacencies of the Latino community and related
businesses, In this way, the social and political agendas for the improvement of the area will have
an economic basis for their development and the potential of phasing the project.
The City will have the ability to implement a vision, the authority to make the truly creative
decisions for the development of the Santa Fe Station area, and an opportunity to receive
cumulative economic benefits.
"
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B. SCOPE OF SERVICES
I. Task I: National Register of Historic Places Nomination
The San Bernardino Santa Fe Station is currently a designated California Point of Historical Interest
(CPHI-53) and is identified as a local landmark in the City's General Plan, The National Register of
Historic Places \;omination will be prepared in accordance with the NaJional Register Bulletin 16A:
How to Complete lite Salional Register Registration Form and will be submined to SHPO with its
supporting documents, This task can occur concurrently with the other project tasks,
a, Initial Organization
I) Initial literature review from the following sources:
California Point of Interest submission,
City of San Bernardino General Plan: Local Landmark nomination!
documentation,
Research at California State University at San Bernardino, the University of
California at Riverside, Redlands University, the University of California at
Los Angeles and Public Libraries in San Bernardino and Riverside,
David Bricker. Caltrans Historian,
. San Bernardino Historical Society,
. San Bernardino Railroad Historical Society,
State of California Railroad Museum. Sacramento. CA.
Past cultural resource studies, environmental assessments, master plans,
related historic inventories. structural reports, real property inventories,
building plans. historical studies and descriptive reports available from local
and state governmental sources,
Santa Fe Railroad Archives,
2) Personal interviews with significant individuals (if applicable),
3) Site walk-through and photograph documentation,
b, Preparation of the National Register of Historic Places Nomination Form,
I) Submit draft form to the City of San Bernardino and SANBAG for review and
comment. , .
2) Submit a definitive sample of completed forms to SHPO for early technical review,
3) Submit two original sets within 120 days of written approval by the City to SHPO,
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2.
Task II: Section 106 Process
The National Historic Preservation Act (NHPA) is the primary
Federal Statute governing historic resources, Whenever federal funds
are involved in a project. Section 106 of the NHP A (16 USC 4701)
requires that federal agencies take into account the effects of their
undertakings on historic properties. identify ways to avoid and/or
reduce adverse effects. and give the SHPO and the Advisory
Committee on Historic Preservation (ACHP) a reasonable
opportunity to comment on any such undertakings, All reports will
be coordinated with Ca!trans Cultural Studies Unit. District 8. and
conducted according to Caltrans Guidance for Consultants-The
Section 106 Processes, The Section 106 Process will begin
immediately and will be concurrent to the other tasks,
a, Conduct a walk-through with Caltrans to determine the
project's Area of Potential Effect and prepare the Area of
Potential Effect Map,
b, Conduct a field study including historic photographs and
prepare the Primary Record Department of Parks and
Recreation form 523A and/or the Building. Structure, and
Object Record DPR 523B for each relative property involved
within the project" s APE
~
.~
~
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/'
~'
c. Prepare a Historic Architectural Survey Report and the Historic Property Survey Report,
d, Detennine if an Archaeological Report is necessary,
e, Apply the Criteria of Effect and Adverse Effect and request SHPO's concurrence, Prepare
the Prepare a Preliminary Finding of Effect Report,
1', Submit a preliminary Historic Property Survey Report to Caltrans for their review and
comment.
g, Conduct a public meeting (separate from the "take-part community stakeholders' group
workshop"),
h. Obtain proper Caltrans signatures on the APE.
I, Prepare a Final HPSR and submit to the City of San Bernardino and to Caltrans for their
distribution to FHW A, SHPO, and the ACHP,
j. Prepare a final, stand-alone Finding of Effect Report and submit to the City of San Bernardino
and to Caltrans for their distribution to FHW A, SHPO, and the Advisory Council on Historic
Preservation.
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3, Task Ill: Rehabilitation Analvsis
Research and investigations allow Architect Milford Wayne Donaldson, F AlA to define the existing
parameters and the potential adaptive reuse scenarios for the Santa Fe Station,
a, Initial Organization - Obtain additional engineering studies from the City of San Bernardino,
1) Records of existing drawings and test reports (i,e" Phase II Site Assessment Report),
2) Previous Structural Reports (i.e" Modification for Seismic Integrity for San
Bernardino Railroad Depot),
3) Existing Building and Safety Structural Inspection Records,
b, Definition of Concerns
1) Review of background infonnation and define additional
information needed,
2) Assist the City of San Bernardino in developing a
"Stakeholders Group," Groups that have been
identified as possible stakeholders are:
San Bernardino Historical Society,
Cal State San Bernardino,
Westside Business Group,
Caltrans District 8,
Burlington and Northern Santa Fe Railroad,
San Bernardino County Museum,
San Bernardino Archaeology Information
Center.
Metrolink,
Santa Fe Railroad,
Amtrak,
San Bernardino Railroad Historical Society,
City Council Representatives,
County of San Bernardino Board of
Supervisors Representatives,
3) Verif'y utility infonnation including off-site facilities,
4) Investigate the Santa Fe Station,
. Prepare detailed measurements of the Santa Fe Station, Photocopies of the
original drawings are available but the set is not complete, These drawings
cannot be easily reproduced and the originals cannot be found,
. Photographic documentation.
5) Schematic documentation of existing conditions,
. Generate an updated list of improvements
necessary forthe rehabilitation of the Santa Fe
Station. including a brief description of the
work needed, The improvements will be
keynoted on the drawings,
6) Code Investigation - Code impact investigation
including compliance with Title 24, Accessibility
Standards. fire and life safety concerns and the
proposed adaptive reuse criteria in accordance with the
State Historical Building Code,
7) Detennine the City and SANBAG's budget for the scope of work,
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4, Task IV: AdaPtive Reuse Analvsis
Rehabilitation and adaptive reuse of the Santa Fe Station in San Bernardino requires new ideas and
a vision to establish a successful design, The Adaptive Reuse Analysis allows us to define the
diversity of concerns of the individuals and groups involved, Architect Milford Wayne Donaldson,
F AlA can then organize the solutions which most effectively establish and verify the program, The
program will be in accordance with the Secretary of the Interior's Standards for Rehabilitation, the
State Historical Building Code and appropriate
National Park Service Preservation Briefs,
Meeting with the Cit)' of San Bernardino, SANBAG,
the consultant team and Stakeholders Group to
discuss an overview of the approach to the project.
The meeting will be a workshop in order for each
group to express their interest and vision for the
project., All suggestions will be recorded and
presented in the final document. The primary
agendas of the "take-part stakeholders' group
workshop" focus on outcomes which produce
benefits that genuinely imprO\e the quality of the
development of the Santa Fe Station with respect to
social and cultural concerns,
a, Prepare two (2) Scbematic Improvement Plans based upon the suggestions gathered from
the workshop, Review the adaptive reuse opportunities and constraints of the Santa Fe
Station and immediate site,
b, Provide a rehabilitation plan and scope of work illustrating the potential impact to primary
and secondary historic fabric oftbe Santa Fe Station.
c, Develop a seismic retrofit analysis based upon each adaptive reuse scenario, The following
criteria will be used:
I) Documentation of the extant structural system using record drawings, field
measurements and photographs is the first step. Preliminary computations are made
to identify earthquake hazards and other deficiencies based on the documented
preliminary drawings. The computations utilize performance criteria of the State
Historical Building Code and current
methodologies for seismic assessment of
existing buildings,
2) Alternatives are identified to reduce the
hazards based upon the proposed reuse
schemes, Alternatives are listed in priorities
with emphasis on future damage reduction
related to life safety, protection of historic
fabric and deferred maintenance repair,
Listed priorities provide an outline for
phasing the project and for establishment of
opinions of construction costs,
3) The construction costs are related to the
future risk assessment process because
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future intensities and recurrence of ground shaking ha\'e different probabilities of
annual occurrence, Because the probabilities are generally quite low, it is imponant
that the present costs anticipated for the project, provide an economic benefit to
minimize future down time of the facility,
d, Heating, venting, and air conditioning, electrical and plumbing shall be investigated for each
schematic plan,
e, Provide preliminary construction cost estimates for each of
the two (2) proposed schematic improvement plans,
f. Provide development marketing and operational costs for the
adaptive reuse of the Santa Fe Station,
g, Conduct a "Stakeholders" meeting to discuss the schematic
plans and to choose the most viable plan for the Santa Fe
Station,
h, Finalize the selected plan, prepare marketing analysis, final
cost estimate and obtain City Council approval.
C. PROJECT MANAGEMENT
Architect Milford Wayne Donaldson, F AlA and all sub-consultants understand the project scope for cultural
resources and the schedule surrounding City, State and Federal projects, MWD's professional office staff has
more than adequate personnel to perform the work in the scheduled time,
Architect Milford Wayne Donaldson, F AlA utilizes the team approach during all tasks of the project. Architect
Milford Wayne Donaldson, F AlA along with the consultant team, City and SANBAG personnel will determine
the direction of the project.
For each task, the team will present materials to the City and SANBAG, The presentation materials may
include bar graphs, colored flow chans, sketches, photographs and computer images,
Typically, Architect Milford Wayne Donaldson, F AlA will prepare a repon booklet for each task assigned
summarizing decisions and recommendations, correspondence and meeting minutes and construction cost
estimates, These serve as convenient reference points from which to build the next task of the project.
It is essential that the City of San Bernardino, SANBAG, and Architect Milford Wayne Donaldson, F AlA have
a clear and mutual understanding of the project's aims and objectives, project limitations, design parameters,
schedules, cost constraints and other aspects of this project.
Architect Milford Wayne Donaldson, F AlA will produce a defined, comprehensive Project Management Plan,
A defined Project Management Plan will among other things:
. Ensure quality control.
. Control the documents produced as the project progresses,
. Clearly layout assigrunents, schedules and work to be accomplished,
. Provide progress repons and information,
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Be compatible with the City of San Bernardino project control systems,
Our Management Plan places emphasis on quality and timely work performance. high visibility reporting. and
control tools which will be applied by experienced staff, They are:
. Clear lines of communication,
Quality Assurance/Quality Control Program.
Monthly progress reports,
In-house scheduling,
The efficient and effective operation of the Architect Milford Wayne Donaldson, F AlA team requires workable
management control techniques coupled with a feasible plan and responsible and committed managers who
have the authority to exercise control. The management tasks described herein are those involved in planning,
programming, scheduling, budgeting, staffing, and controlling the services of the Architect Milford Wayne
Donaldson, F AlA team,
We propose a plan for this project which contains the following elements:
. Proiect Work Plan
Following negotiations and award of a contract, an integrated formal work program will be executed,
It will address tasks, deliverables, schedules, and budget. A master schedule will show major
milestone events and contract deliverables as identified on an activity network, Work tasks will be
budgeted to Architect Milford Wayne Donaldson. F AlA. Data developed for the work plan will be
displayed so that the progress can be visually monitored on a regular basis and will be available at in-
house project status meetings,
Cost and Schedule Control
Architect Milford Wayne Donaldson, F AlA will develop and maintain a responsive project control
system. using simple but thorough control techniques. Project work performance and resource
expenditures will be carefully monitored to meet contract objectives,
Reviews of system budgets for estimated construction cost are also conducted to control anticipated
project costs during the documentation phases.
Costs and schedule control will provide Architect Milford Wayne Donaldson, F AlA and the City of
San Bernardino and SANBAG with the data necessary to make decisions required to meet project time
schedule and objectives, The status of deliverables and inputs will be reported on a timely basis to
closely monitor performance and identity problems.
Progress Reoorts
Architect Milford Wayne Donaldson, F AlA "ill prepare in-house work progress reports to
document work efforts and progress, Work progress reports will focus on progress made, problems
encountered, efforts to solve problems, forecasted major events and anticipated difficulties. Reports
will include specifics such as times, dates, and places to present a clear picture of project status.
Technical progress, special technical studies, administrative problems, subcontracts, staffing and
management activities will be included in the reports, , ,
. Quality Assurance/Qualitv Control
Architect Milford Wayne Donaldson, F AlA has an exceptional record of work performance in both
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the public and private sector. The success of the project is MWD's extensive experience in historic
preservation. understanding governmental processes and reviews and developing a clear understanding
of the program and budget.
The team operates under a Quality Management program, MWD's Quality Management is a
continuous process that involves evetyone working on the project. Senior staff members experienced
in historic preservation and specific building types direct the Quality Assurance Program, The
following are key elements of the team program:
. Analysis of project scope, client and customer needs,
. Detailed work plan and schedule,
Coordination meetings prior to start of project.
. Open and direct communication with the City of San Bernardino is established with the
Project Manager.
. CADD management system to ensure compatibility to all system users,
Regular project coordination meetings, frequency depends on the scope and complexity of the
project.
Quality control using "Redicheck", an interdisciplinaty document checking system,
Final quality review by senior staff member not affiliated with project.
MWD Corporate Architect and Project Manager take overall responsibility for monitoring
product quality and final project quality control.
Quality Control checks are made prior to each submiltalto the City of San Bernardino or as scheduled
in the work plan, The Project Manager will use the "Redicheck" system to verify interdisciplinary
coordination after each consultant has performed their in-house quality review, The final review is
perfonned by an in-house, senior staff member that has not been involved in the project. This allows
a "fresh look" at the drawings for final coordination and construct ability of the project.
D. SCHEDULE
The various phases for the rehabilitation and adaptive reuse analysis of the San Bernardino Santa Fe Station
are designed to overlap and occur concurrently, The processes are also dependent upon several agency reviews
including City, SANBAG, Caltrans, SHPO and the ACHP as well as anticipated public workshops,
"
1-15
Architect Milford Wayne Oonaldson, FAIA
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1999-131
SECTION II
EXPERIENCE
A. EXPERIENCE WITH SIMILAR PROJECTS
Santa Barbara Railroad Station, Santa Barbara, CA will
is being restored to its 1926 period of significance, The
restoration includes period landscaping, parking areas and
the Railway Express Agency and Signalman's Buildings,
The interior ticket counters will be designed to meet
Amtrak's new security standards while capturing the
historical period, The Union Pacific waiting platform and
the station will comply with requirements oftheAmericans
with Disabilities Act (ADA),
__ Ivy Substation and Media Park, Los Angeles, CA was
analyzed for use as a community center, The conversion
and rehabilitation of the City of Los Angeles Landmark
old electric "Red Car" transformer station was completed
under the Secretary of the Interior's Standards for
Rehabilitation, The Americans with Disabilities Act and
Title 24 accessibility standards were provided, The 1904
building was paid for by the City of Culver City and had to
be reinforced under the Unreinforced Masonry Law,
Division 88, City of Los Angeles, A Media Park was
restored and features added to complement the Ivy
Substation,
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Old Town Trolley Station, San Diego, CA is an entirely
new facility combining light rail, Amtrak and bus services,
The trolley station follows the rigid design guidelines for
the San Diego Old Town State Park, Although the Station,
and train and bus shelters are new, the 1910 design
complements the architect of the Old Town State Park and
the Secretary of the Interior's Standards for addition~ to a
historic district
2-1
1999-131
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Star Builders Company Building, San Diego. CA is a three
story reinforced concrete frame building with concrete
block infill renovated for use as San Diego County offices
with a ground floor space to be used as a trolley stop for
the San Diego Redline Trolley, The Amtrak railway is
adjacent to the Star Builders building and special
considerations were given to acoustic and vibration control
in the restoration work, The building has been seismically
strengthened under the City of San Diego Division 8
Ordinance, The building has been upgraded to meet current
accessibility standards,
National City Depot Master Plan and Rehabilitation,
National City, CA, was the first station constructed in
California by the Santa Fe Railroad, The Station was built
in 1882 and served as the first West Coasttenninus of the
Santa Fe transcontinental line, Architect Milford Wayne
Donaldson, F AlA. Inc, performed an Historic Property
Survey Report and Finding of Effects for the historic depot
building as well as prepared the National Register for
Historic Places application in which the property was
nominated for the Register at a state-wide significance for
a period of significance of 1882-1889, An Historic
American Building Survey (HABS) documentation was
also conducted, The National City Depot is part of the
City of National City's Master Plan to revitalize the
waterfront district. Currently. the project is under
construction and the firm is conducting Construction
Observation Services for the City,
The Marine Corps Air Station (MCAS), Tustin, CA was
designated for closure in 199 I by the Defense Base
Realignment and Closure (BRAC), The principle mission
of the facility (i.e" operations of helicopters) was further
mandated to be transferred to future facilities constructed
in Twenty-Nine Palms, as well as at MCAS Camp
Pendleton, It further mandated that MCAS Tustin would
close no later than July 1997, The BRAC 1993 reconfinned
the base closure, but realigned operations at MCAS Tustin
to MCAS Miramar. The closure date established for this
facility by the BRAC 1993 action was July] 999.
An adaptive reuse study report focused on the overall
required expenditures of ownership for three facility use
scenarios, Each scenario triggered different building code
compliance regulations: therefore. different expenditures
of ownership were required for each. The report consjqered
issues associated with historic preservation, consultation
for "Change of Occupancy" upgrades, and a detennination
of what elements of the structures were significant to the
State Historic Preservation Officer.
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The Long Beach Naval Complex consists of the NA VST A
and NSY, The NA VST A contains the 42 acre Roosevelt Base
Historic District which has been detennined eligible for listing
on the National Register of Historic Places by the State Historic
Preservation Officer (SHPO), The Historic District is
composed of eleven historic buildings. one historic structure.
three facilities, and one entry gate, The SHPO concurred with
the Department of 'the Navy's recommendation and
detennined eligibility as a Historic District on October 25,
1994,
An Adaptive Use and Feasibility Study was conducted in six
weeks to analyze realistic. economically viable adaptive uses
for the Historic District. The study was completed in
compliance with Section 106 of the National Historic
Preservation Act. The study was prepared because
implementation of the Reuse Plan proposed by the Local
Redevelopment Authority, the City of Long Beach. would have
an adverse effect on the Historic District, The study included
two alternative use plans for the building within the Historic
District with consideration to land use, economic development
planning, port planning. and historic preservation issues, The
reuse alternatives that resulted from the study fonned the basis
for one or more alternatives to be analyzed in the
Environmental Impact Statement/Environmental Impact
Report that was prepared for the proposed disposal and reuse
of the Naval Complex,
Rancho Los Cerritos Master Plan. Long Beach, CA, listed
as a National Register of Historical Place and State Historic
Landmark- Site #978, is a municipally funded museum in the
City of Long Beach and includes a circa 1844 (remodeled in
the J 930's) two-story Monterey-style ranch house, The 19th
century domestic adobe has the characteristic blend of Mexican
and American architecture and is the most significant structure
built on the "Los Cerritos" portion of a 1790 Spanish Land
Grant given to Manuel Nieto, Architect Milford Wayne
Donaldson, F AlA, Inc, perfonned an architectural conservation
assessment program for the Rancho Los C erritos, The work
included a detailed building condition analysis.
recommendations for museum conservation and future plans
for staffing needs, Currently, Architect Milford Wayne
Donaldson, F AlA, 1nc" is preparing the Master Plan for the
site,
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1999-131
Leo Carrillo Ranch. Carlsbaci CA. is an adobe ranch house
with accessory wood and adobe structures built in the mid
I 930's and is owned by the City of Carls bad. The ranch house
was designed by Leo Carrillo, a silent screen and television
star known as Pancho of the Cicso Kid series in the] 950's,
The methods of construction are typical of Mexican Ranchos
constructed in the early 1800' s, The scope of professional
services included the preparation of an extensive Historic
Structures Report. detailed site and building photographs were
taken. and stabilization drawings of the existing structures was
prepared, A Master Plan was completed for the City of
Carlsbad in cooperation with KTU+A, Architect Milford
Wayne Donaldson. F AlA. Inc, and KTU+A is currently
working on the Phase 1 construction of the implementation of
the Master Plan for the Leo Carrillo Ranch,
The Greater Mid-City Historic District Preservation
Strategy was Commissioned by the City of San Diego to
provide an informational foundation of potential historic
resources and preservation strategies which will be available
ior research by planners, historians, property owners,
environmentalists. architects, and others interested individuals
and entities. All neighborhoods and districts within a defined
boundary of Mid-City San Diego were surveyed for resources
dating prior to 1945,
The reconnaissance survey was conducted in accordanc~.with
the National RegiSTer Bulletin 2./, GuidelinesJor Local Surveys:
A Basis For Preservation Planning and included over 40,000
buildings, structures, and significant pieces oflandscaping and
urban development.
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1999-131
The Claremont Transit Facility was built in the late 1920's
and represents the characteristics of the Spanish Colonial
architectural style, The City of Claremont realized an
opportunity for the revival of the old train depot by converting
it into a community-wide transit facility, The transit center
will become the focal point for the provision and integration
of public transit services to include Kiss & Ride facilities,
accommodations for bus, taxi's and rail services as well as
the pedestrian link to the future park & ride facilities to be
located at College Avenue and First Street. The design concept
will link the depot site to the Civic Center. the Village
Commercial core and to the nearby Claremont Colleges, while
preserving the distinctive character of the City, Rich plaza
paving, color. textures, signage and graphics, and landscape
materials are elements of design that add to the friendly quality,
and sense of place. The depot will become that special place
for the community as an active center for a variety of civic
functions, and as a destination for those living in the region,
IVY Landscape Architects. Inc.'s (formerly The Dike
Partnership' s) responsibilities included preparation of design
and construction documents for the transit facility site and
schematic design for the park & ride improvements at College
and First Street.
Angel's Flight, Los Angeles. CA, Restoration of a wood
framed and unreinforced concrete station house, Restoration
of an unreinforced concrete entrance monument and the
restoration of a wood Jramed funicular cars and operating
system, All existing structures were relocated to a new site in
which Krakower & Associates prepared the new site
foundation system to receive the relocated historic structures,
Mission Inn, Riverside, CA, Surveying and mapping the Sixth
Street bridge between the Inn and Annex for the City
Redevelopment Agency, Surveying and design of integrated
trash compactor and parking structure with historic Mission
Inn annex for Tilden-Coil Constructors,
"
2-5
1999-131
B. QUALIFICATIONS
The following consultants have been added:
1. Mvra Frank & Associates, Historic Resources Survevs
Myra Frank & Associates has worked on two projects
that required an historic evaluation of major portions
of the AT &SF Yard in San Bernardino: the Interstate
215 Widening and Interchange Improvement
Project (1992. for Caltrans District 8) and the Santa
Fe Intermodal Facility Expansion Project EIR
(1995, for the City of San Bernardino), As a result of
the historic research and analysis completed for these
two projects, MFA has accumulated a great deal of
background and contextual information on the Santa
Fe Station and the former yard, MFA has also
developed broad experience in completing Section 106
projects and with Caltrans procedures,
Since] 980, Myra Frank 8:. Associates (MFA) staff members have undertaken architectural and historical
surveys in numerous metropolitan and rural areas in states as diverse as California, Texas. Colorado. Ohio,
Indiana, and Florida, Depending on the type of project, these surveys are often quite large, as typified by: the
60/91/2]5 Interchange Improvement Project in Riverside and San Bernardino Counties (]993-]997. for
Caltrans District 8), for which over 1.500 properties were recorded; the Alameda Corridor (1994) and North
End Improvements (1997. for Caltrans District 7), which included a former railroad depot and the AT 8:.SF yard
in Los Angeles; 1-10 HOY segments I to 3 (1995, for Caltrans District 7); the Barham/Cahuenga Project
(1997, Caltrans District 7): the 1-110 Transitway PSR (] 998. Caltrans District 7): the Magnolia Boulevard
Widening Project (] 999, Caltrans District 7); the Santa Monica Boulevard Transit Parkway Project (1999.
Caltrans District 7); and the City of Los Angeles Community Plan Revision Program, for which over] 35.000
pre-] 950 properties were evaluated and which through 1999 has resulted in recordation of over 20,000
significant properties, MFA has completed numerous other projects requiring Section 106 Historic Resources
Surveys and SHPO concurrence in Southern California, including: the NOS-EC]S project (1999); the
Wastewater Facilities Plan Update (]989); and the Metro Rail Red Line (1994) and East Side Extension
(]997),
2. Economic Research Associates, Marketing
Economics Research Associates (ERA) will assist Architect
Milford Wayne Donaldson. F AlA (MWD) in its formulation
of an historic preservation and redevelopment program for the
San Bernardino Santa Fe Station Building, ERA is familiar
with this site having performed assignments in the past for
private developers along the Ml. Yernon Avenue corridor, and
through economic development work at the former site of Air
Force Base,
2-6
1999-131
ERA has been very active with both economic
development assignments throughout the Inland Empire
in general. and in the San Bernardino region
specifically, In addition. ERA is well versed as a firm
in the opportunities and constraints afforded by joint
development along side transit stations in Southern
California--having perfonned similar analyses for
Metro Link Stations in Chatsworth and Pomona and for
a series of Metro Blue Line Station sites for the Los
Angeles MT A,
In this study. the City seeks to identifY a mix of viable
economic activities that could take place at this station
site, taking advantage of both the transit-oriented
opportunities engendered from increased traffic flows
through the site, along with opportunities afforded by
the maintenance and restoration of this historic
property, In this assignmenl ERA will identify the market for both categories of real estate development that
might be in demand in San Bernardino, including, but not limited to office, general commercial, institutional.
and other issues, and will serve to identifY specific types of potential users to be explored during the
rehabilitation process,
3. Korve Engineering, Transportation Engineers
KORVE's transportation planning experience covers the full range of public agency and development planning,
from regional policies and plans, new towns, and travel demand studies to specific plans and downtown and
neighborhood plans, KOR VE is a leader in multimodal planning, including transit/TDM plans, multimodal
transportation centers, and highways, The finn incorporates new theories and methods that link land use,
transportation, and air quality solutions, To assist with project implementation, the firm routinely identifies
funding sources, strategies, and programs, including federal, state, and local funding. community facility I
assessment districts, fee programs, development agreements, and joint development / public private
partnerships, KOR VE planning professionals work skillfully with community groups and multiple agencies on
highly sensitive projects,
KORVE possesses broad experience in all aspects of traffic engineering, The finn's capabilities include data
ollection, safety studies, capacity assessments, operations analysis, geometric design. signal design, and
simulation analysis, Having completed the traffic elements of numerous environmental impact studies, KOR VE
is well versed in the intricacies ofCEQA and NEPA requirements, and in the Caltrans project approval process,
The firm also has in-depth knowledge of local traffic impact and congestion management criteria, Data
collection capabilities include standard traffic surveys as well as specialized surveys employing, for example.
videotape origin-destination methods, When assessing traffic capacity and analyzing traffic operations,
KOR VE employs the most up-to-date software in combination with reliable. time-proven techniques,
.
Southern Pacific Railyards Area Specific
Plan
Oakland! Alameda County Coliseum
Expansion Project
Union Station / Alameda District Plan
Vasona Corridor Light Rail Extension
San Francisco Bay Crossing Study
City of Los Angeles Bicycle Master Plan
Makati District Transportation Plan,
Manila
Downtown Los Angeles Strategic Plan
Michigan Statewide Model Development
.
.
.
.
2-7
1999-131
.
Mather Air Force Base Reuse Study
Crenshaw Corridor Preliminary Planning
Study
U,S, 101 Corridor MIS .
San Bernardino County Transportation Plan
San Mateo Travel Demand Forecasting
Model Operation
Southern Pacific Railyards Projects .
TCRP Project A-5: Integration ofLRT Into
City Streets
San Gabriel Valley Railroad Grade
Crossing Study
Woodland/Davis DMU Study
Caltrain Commuter Rail Extension
.
.
.
Folsom DMU Study
Vasona Corridor Light Rail Extension
Cross Valley Railroad Study
Fresno Railroad Corridor Preservation
Study
Salt Lake City Light Rail Project
Port of Oakland Intermodal Study
Ventura County Comprehensive Railroad
Plan
Martinez Intermodal Facility
GEBROC Gilroy Caltrain Extension
Emeryville Amtrak Station
Hayward Amtrack Station
"
2-8
1999-131
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1999-131
SECTION III
CONFLICT OF INTEREST
A. CONFLICT OF Th'TEREST
The proposed work as described in the Request for Proposal will not result in a conflict of interest for
Architect Milford Wayne Donaldson, FAJA, Jnc, or any members of the consultant team,
<-
Milford Wayne Donaldson FAJA, President
April 2, 1999
3-1
1999-131
REHABILITATION, ADAPTIVE REUSE
AND SECTION 106 PROCESS
FOR THE
ATTACHMENT "B"
SAN BERNARDINO
SANTA FE STATION
SAN BERNARDINO, CALIFORNIA
FEE PROPOSAL SUBMITTAL
ARCHITECT MILFORD WAYNE DONALDSON, FAIA, INC.
530 SIXTH A VENUE, SnTE 100
SAN DIEGO, CA 92101
(619)239-7888
April 19, 1999
1999-131
MILFORD WAYNE OONALDSON
ARCHITECT
.
SAN BERNARDINO SANTA FE STATION
REHABILITATION AND ADAPTIVE REUSE
FEE PROPOSAL
April 19, 1999
A. PROPOSED WORK EFFORT
Task I: National Reg-ister
Discipline
'Architect Milford Wayne Donaldson, FAlA
Corporate Architect
Hourly Rate Hours
Total
Report Writer
Clerical
$120
$80
$50
6
40
4
$720
4,000
200
500
Reimbursable Expenses
TaskI Total
$5,420
Task II: Section 106
Discipline Hourlv Rate ~ Total
. Architect Milford Wayne Donaldson, FAIA
Corporate Architect $120 20 $2,400
Project Manager $80 30 2,400
Technical Manager / Report Writer $80 60 4,800
,
Clerical $50 20 1,000
-1-
1999-131
MILFORD WAYNE OONALDSON
ARCHITECT
.
Task II: Section 106
Discipline Hourlv Rate Hours Total
Myra Frank & Associates
Project Manager $115 39 4,485
Architectural Historian 1 $96 24 2,304
Architectural Historian 2 $50 96 4,800
Graphics $45 16 720
Reimbursable Expenses
Task II Total
5,260
$28,169
Task m: Research and Investigation
Discinline Hourlv Rate Hours Total
. Architect Milford Wayne Donaldson, FAlA
Corporate Architect $120 10 $1,200
Project Manager $80 20 1,600
Technical Manager $80 30 2,400
Intermediate Designer $70 15 1,050
Clerical $60 22 1,320
. Krakower & Associates
Structural Engineer
Draftsperson
Clerical
$80
$70
$50
28
12
8
2,240
840
400
"
-2-
1999-131
MILFORD WAYNE DONALDSON
ARCHITECT
.
Task III: Research and Innstieation
Discipline
IN Beeler & Associates
Hourlv Rate J:!2!!n
Total
Project Manager
$72
4
288
. Van Buuren Kimper Engineering
Principal $110 4 440
Electrical Engineer $80 10 800
Electrical Designer $65 8 520
Draftsperson / CADD $50 '~ ],600
,-
Clerical $35 4 140
. Bechard Long & Associates
Mechanical Staff Engineer $75 2 150
Mechanical Designer $60 8 480
Plumbing Staff Engineer $75 2 150
Plumbing Designer $60 8 480
Ivy Landscape I IDLA
Principal $110 5 550
Sr. Landscape Architect $90 20 1,800
Job Captain $65 18 1,170
Draftsperson $45 24 1,080
Clerical $45 8 360
.'
-3-
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1999-131
MILFORD WAYNE DONALDSON
ARCHITECT
.
Task In: Research and In\'esti~ation
Discipline Hourly Rate Hours Total
. Economic Research Associates
Senior Vice. President $190 60 ] 1,400
Senior Associate $] 10 90 9,900
Research Associate $76 110 8,360
Clerica] $40 80 3,200
Reimbursable Expenses
840
Task III Total
554,758
Task IV: Rehahilitation and Adaptive Reuse Analysis
Discipline Hourly Rate Hours Total
. Architect Milford Wayne Donaldson, FAIA, Inc.
Corporate Architect $120 120 $14,400
Project Manager $80 320 25,600
Senior Draftsperson $80 32 2,560
CADD Technician $70 24 1,680
Specifications Writer $80 16 1,280
Clerical $50 160 8,000
Krakower & Associates
Structural Engineer
Draftsperson
Clerical
$140
$70
$50
58
8
15
8,120
560
75(}
-4-
1999-131
MILFORD WAYNE DONALDSON
ARCHITECT
.
Task IV: Rehabilitation and Adaptive Reuse Analysis
Discipline Hourlv Rate Hours Total
IN Beeler & Associates
Principal $90 8 720
Licensed Land Surveyor $84 10 840
Project Ma.nager $72 20 1,440
Senior Draftsperson $50 28 1,400
Clerical $34 10 340
3 Man Crew $188 8 1,504
Van Buuren Kimper Engineering
Principal $110 14 1,540
Electrical Engineer $80 28 2,240
Electrical Designer $65 16 1,040
Draftsperson I CADD Operator $50 20 1,000
Clerical $35 8 280
. Bechard Long & Associates
Mechanical:
Principal $125 24 3,000
Project Manager $90 47 4,230
Staff Engineer $75 40 3,000
Draftsperson $50 33 1,650
Clerical $40 13 520
"
-5-
1999-131
MILFORD WAYNE DO!'ALDSON
ARCHITECT
.
Task IV: Rehabilitation and Adaptive Reuse Analysis
Discipline Hourlv Rate Hours Total
. Bechard Long & Associates (Continued)
Plumbing:
Principal $125 20 2,500
ProjectManager $90 30 2,700
Staff Engineer $75 20 1,500
Draftsperson $50 26 1,300
Clerical $40 10 400
. Ivy Landscape/IDLA
Principal $110 22 2,420
Senior Landscape Architect $90 32 2,880
Job Captain $65 44 2,860
Draftsperson $45 44 1,980
Clerical $45 22 990
Kleinfelder, Inc.
Environmental Site Assessment:
Senior Professional $135 2 270
Project Manager $125 2 250
Environmental Professional $80 30 2,400
Draftsperson $68 3 204
Clerical $58 6 348
"
-6-
1999-131
MILFORD WAYNE DONALDSON
ARCHITECT
.
Task IV: Rehabilitation and Adantive Reuse Analysis
Discipline Hourlv Rate Hours Total
Kleinfelder, Inc. (Continued)
Geologic Review Ser..ices:
Project Manager $125 2 250
Project Geologist $120 8 960
Project Engineer $120 6 720
Staff Geologist $100 4 400
Draftsperson $68 2 136
Clerical $58 6 348
. Economic Research Associates
Senior Vice President $190 36 6,840
Senior Associate $110 50 5,500
Research Associate $76 80 6,080
Clerical $40 44 1,760
Leverton & Associates
Estimator
$80
$60
$30
24
55
16
1,920
3,300
480
Principal
Data Entry / Clerical
.
Korve Engineering
Principal
Senior Engineer
$120
$90
$80
20
30
48
2,400
2,70Q,
3,840
Traffic Engineer
-7-
1999-131
MILFORD WAYNE OO~ALDSON
ARCHITECT
.
Task IV: Rehabilitation and Adaptive Reuse Analvsis
Discipline Hourlv Rate Hours Total
. Kon'e Engineering (Continued)
Draftsperson $50 " ],600
0_
Clerical $45 22 990
Reimbursable Expenses
Task IV Total
10,000
$160,920
GRAND TOTALS FOR TASKS I. II. III. AND IV
Task I: National Register of Historic Places
Task II: Section 106 Process
GRAND TOTAL
$5,420
28,169
54,758
160,920
$249.267
Task III: Research and Investigation
Task IV: Rehabilitation and Adaptive Reuse Analysis
B. REIMBURSABLE EXPENSES
Reimbursable Expenses described below shall occur, as necessary, and be billed by the Architect on an
itemized statement specifying the type of service and/or the material provided, copies of receipts, if
applicable, the position of the person providing the service, the person's hourly rate, the time spent and the
cost incurred to provide the service. Funding for the reimbursable expenses is provided to pay the Architect
for the various duties described below that do not lend themselves to precise estimation on a lump sum basis,
and for that reason is not included in the Basic Services, Reimbursable Expenses, however, are essential to
aid the Architect in the perfonnance of the Basic Services and Additional Services, when authorized,
. Printing and reproduction as required by the Consultant
. Film and Film processing as required by the Consultant
. Automobile Mileagerrravel related costs
. Aircraft Mileagerrravel related costs
. Long distance telephone/fax
. Equipment rental
"
-8-
1999-131
MILFORD WAYNE OO"'ALDSON
ARCHITECT
.
. Report reproduction and expendable supplies (data duplication, historic maps. historic photographs,
field maps and graphics supplies).
C. SCHEDULE OF FEES
. Architect Milford Wa~'ne Donaldson, FAlA
Hourlv Rates
Corporate Architect
Project Architect..
Construction Administrator
Project Historian
Project Manager
Specification Writer
Senior Designer
Senior Draftsperson
Technical Manager
Report Writer/Script Writer
CADD Technician
Video Editor
Videographer
Video Duplicator
Intermediate Designer
Intermediate Draftsperson
Research Assistant
Beginning Draftsperson
Clerical
Financial Controller
Architectural Trainee
Basic Costs
$120,OO/Hour
$ IOO,OO/Hour
$ 90,OO/Hour
$ 90,OO/Hour
$ 80,OO/Hour
$ 80,OO/Hour
$ 80,OO/Hour
$ 80,OO/Hour
$ 80,OO/Hour
$ 80.00/Hour
$ 70,OO/Hour
$ 70.00/Hour
$ 70,OO/Hour
$ 60,OO/Hour
$ 70,OO/Hour
$ 70,OO/Hour
$ 60,OO/Hour
$ 60,OO/Hour
$ 50,OO/Hour
$ 70,OO/Hour
$ 40,OO/Hour
. Krakower & Associates
Hourlv Rates
Expert Witness and Forensic Consultation
Principal Design and Consultation
Structural Designer
Drafting
Non-technical
Basic Costs
$ I 60,OOlhour
$ I 40,OOlhour
$ 80,OOlhour
$ 70,OOlhour
$ 50,OOlhour
"
-9-
1999-131
MILRlRD WAYNE DONALDSON
ARCHITECT
.
. J.N. Beeler and Associates
Hourlv Rates
Principal - Consultant
Registered Civil Engineer
Licensed Land Surveyor
Project Manager
Senior Engineering/Surveying Technician
Planner
Senior Draftsman/Computer Operator
DraftsmanlDelineatorlResearch Assistant
Word Processing Operator
Clerical Aide/Courier
Basic Costs
$ 90,001hour
$ 84,00/hour
$ 84.00/hour
$ n,OOlhour
$ 58.001hour
$ 56,001hour
$ 50.001hour
$ 40.001hour
$ 34.00/hour
$ 18,00/hour
FIELD (Includes Standard Equipment, Materials & EDM,)
3 Man Crew
2 Man Crew
I Man Crew
Mileage (Truck)
Mileage (Car)
Subsistence
$188,00
$138,00
$ 86,00
$ 0.48
$ 0.35
Cost
. Kleinfelder, Inc.
Hourh'Rates
Professional
Staff Professional
Senior Staff Professional
Project Professional
Project Manager
Senior Professional
Senior Project Manager
Principal Professional
Senior Principal\Expert Witness
Program ManagerlSenior Consultant
Senior Program Manager
Administrativel Word Processor
Technician
Associate Technician
Senior Technician
Supervisory Technician
Draftsperson
CADD Operator
Basic Costs
$ 80,00/ hour
$ 100,00/ hour
$ 100,00/ hour
$ 120,00/ hour
$ 125,00/ hour
$ 135,00/ hour
$ 150,00/ hour
$ 170,00/ hour
$ 290,00 / hour
$ ] 85,00/ hour
$ 205.00 / hour
$ 58,00/ hour
$ 57.00/ hour
$ 67,00/ hour
$ 79,00/ hour
$ 87,00/ hour
$ 68,00/ h\l\lr
$ 78,00/ hour
-10-
1999-131
MILFORD WAYNE DONALDSON
ARCHITECT
. Leverton & Associates
Hourlv Rates
Principal (Estimator / Review)
Estimator (Arch., Struct., Civil & Landscape)
Estimator (Mechanical & Electrical)
Data Entry / Clerical
Bechard Long & Associates
Hourlv Rates
Principal
Project Manager
Staff Engineer
Designer
Drafting
Word Processing
. Economics Research Associates
Hourlv Rates
President
Vice President
Principal
Senior Associate
Associate
Research Assistant
Clerical
. Ivy Landscape Architects, Inc. / IDLA
Hourly Rates
Principal
Project Landscape Architect
Project Manager
Job Captain
Professional Staff
.
-11-
Basic Costs
$ 75,00/ hour
$ 50,00/ hour
$ 60,00 / hour
$ 30,00/ hour
Basic Costs
$ 125,00/hour
$ 90,00/ hour
$ 75,00/ hour
$ 60,00/ hour
$ 50,00/ hour
$ 40,00/ hour
RanL'e of Costs
$ 200,00/ hour $ 200,00/ hour
$ 165,00/ hour $ 185,00/ hour
$ 150,00/ hour $ 165,00/ hour
$ 100,00/ hour $ 150,00 / hour
$ 60,00/ hour $ 80,00 / hour
$ 50.00/ hour $ 60,00/ hour
$ 50.00/ hour $ 50,00/ hour
Basic Costs
$ 11 0.00/ hour
$ 90.00/ hour
$ 80,00/ hour
$ 65,00/ hour
$ 45,00/ hour
"
1999-131
MILFORD WAYNE DONALDSON
ARCHITECT
.
. Van Buuren Kimper Engineering
Hourly Rates
Principal
Engineer / Project Coordinator
Designer
CADD Operator / Drafter
Clerical
Basic Costs
$ 110,00/ hour
$ 80,00/ hour
$ 65,00/ hour
$ 50,00/ hour
$ 35,00/ hour
. Myra Frank & Associates
Hourlv Rates
Project Manager
Architectural Historian I
Architectural Historian 2
Graphics
Basic Costs
$114,58/ hour
$ 96,64 / hour
$ 49,78/ hour
$ 44,59/ hour
. Korve Engineers
Hourlv Rates
Principal
Senior Engineer
Traffic Engineer
Draftsperson
Clerical
Basic Costs
$120,00/ hour
$ 90,00/ hour
$ 80,00/ hour
$ 50,00/ hour
$ 45,00/ hour
joy\mwd-projccl\9902-san bernardlDe dcpor.cost negoliation\proposcd
"
-12-
1-
88/25/1999 13:83 916-653-3477
1999-131
Slala of Call1oml.
ATTACHMENI' "C"
8u.lne.., Tr....porllllion 8IMI HolMing Agency
Memorandum
To:
AL RAYMOND
Senior Area Engineer
Office of Local Programs
Dale: August 25,1999
FiI. No.: P1300A-<l247
Agreement No.: STPLE-6053(OO6)
From: DEPARTMENT OF TRANSPORTATION
Audile; and Invesligations
Subject: Preaward Audit - Architect Milford Wayne Donaldson.
We completed a preaward audit of draft Agreement No. STPLE-6053(006) between
the City of San Bernardino and Architect Milford Wayne Donaldson, the contractor.
Under the terms of the agreement, the contractor shall provide professional services to
prepare preliminary plans, specifications. and estimates for the rehabilitation, seismic
retrofit, and adaptive reuse of the San Bernardino Santa Fe Depot. The total amount
of the agreement is not to exceed $275,000.00. Reimbursement will be based on a
firm fixed price for the following contractors:
Milford Wayne Donaldson Architect (Prime)
Krakower'
J. N. Beeler*
IVY !lOLA'
ERA'
MFN
VaK"
Bechard I Long.
Kleinfelder Inc:
Korve Engineering Jne."
Leverton.
. AuclA waived due to smaD doRar amount
The preaward audit was conducted in accordance with generally accepted
govemment auditing standards. The standards require that we plan and perform the
audit to obtain reasonable assurance that the data and records reviewed are free of
material misstatement. The audit includes examining on test basis evidence
supporting the amounts and disclosures in the data and the records reviewed. it also
includes assessing the accounting principles used and significant estimates made by
the contractor as well as evaluating the overall presentation. We belIeve our audit
provides a reasonable basis for our opinion.
88/25/1999 13:83 916-653-3477
1999-131
AUDITS INVESTlGATICtl
PAGE !l3
AI Raymond
August 25, 1999
Page 2
The scope of the audit was limited to selected financial and compliance activities. The
audit consisted of a review of the draft agreement, interviews with applicable
personnel, and a review of the contracto(s accounting system and proposed costs as
of July 15, 1999. Accounting system and cost proposal changes subsequent to this
date were not tested and, accordingly, we do not express an opinion on changes
arising after this date. We did not audit the proposed indirect rates since a pre-award
audit is significantly less in scope than an incurred cost audit. We reviewed the
proposed indirect rates for the purpose of accepting contract progress billings. Our
audit included such tests as we considered necessary to accomplish the following
audit objectives:
. ,Determine 'Nhelher the draft agreement contains the required tIscaI provisions.
. Detennine whether the proposed project CO$ls ere reasonable In relation to ad1BI historical oosta
and estimating proceciJres.
. Determine whether the contractor's acoounting system is capable of accumulating lIJ1d segregating
reasonable. allowable and allocable project costs,
AUDIT RESULTS
In our opinion, the contractor's accounting system Is capable of accumulating and
segregating reasonable, allowable and allocable project costs; however, the
contractor is not segregating all project cost per project. The draft agreement contains
the reqUired fiscal proviSions and the proposed project costs are reasonable, except
as described below:
Contract Provisions
1. The perfcrmance period is not stated in the draft agreement.
Recommendation: We recommend that the contract performance period be
clearly stated in the executed agreement under Section - Term of the Agreement,
with the contract start and end dale.
2. The method of paymenl is nol clearly slaled in the draft agreement.
Recommendation: Revise Article 9 "Compensation. to state that the method of
payment is lump ,sum (firm fixed price). The submittal of invoices should be
changed from "every four weeks. to monthly to be consistent with Article 1 0
"Payment By City".
"
88/25/1999 13:83
916-653-34'77
AUDITS INllESTIGATICH
PAGE a5
1999-131
AI Raymond
August 25. 1999
Page 4
5. The draft agreement does not clearly state when work under this agreement
should start nor how payments should be treated If work commences prior to the
execution of the contract.
Recomm;,ndatlon: The draft agreement should be revised to include the
following language In the executed agreement:
A. The Contrsctor shaH not ClOI7lIl1flIJC4 petforrnsnCe of work 01' BeIVices until this contract hils
been approved by the City and State and notificaIion 10 proceed has been Issued by the
Ciy's Commct Manager. No payment witl be made fat any worlc performed prior to epprovaJ
of this contract.
6. The draft agreement does not contain the required record retention/audit
provision for FederaVState reimbursement contracts.
Racommendatlon: We recommend that the following contract provision be
incorporated into the executed agreement:
A. For the purpose of determining compliance with Public Contract Code 10115, e1seq, And
Tille 21, ca/ifamia Code of Regulations, Chapter 21, Section 2500 et seq., when
sppIicabIe, and other marten; connected willi the petformancs of the conttact pursuant to
Government Code 8546.7. the Contractor, sli>cortt/'SlCfol5. City 8IId the State shall /I'IIIinIBkJ
sI books. documents. papets. eccounting reconIs. and other evidence petfBining 10 the
perfo/7TlBl'lC8 of the contract. including but not timited to. the oasis of administering the
con/!aCI, AI parties shal TTBk8 such materials avalsb/e III their respecIive offices lit BI
relIsonsble times during the contnu;t period and for three yB8IS from the date of final
payment under the conttaCt. Th6 State, the Slste Auditor. FHWA 01' any duly authorized
representa1ive of the Federal government shaI have access 10 any books. recotds, and
documents of the Contractor that _ partinent to the contract for audits examinations.
E!JCcerpts. and transactions. and copies thereof shaH be furnished if requested.
.-:-""...:'
7. The draft agreement does not contain the language pertaining to early
termination of the contract.
.:::<-.:.
'-_\,...
~. - 00.
Recommendation: The following contract provisions should be Implemented in
the executed agreement:
Early Termination
A. General Conditions
1. In the event the contract is terminated for the convenience of the City. the contractor sh81
be paid for the percentage ot the worlc co"f'leJed. relative to the total work effort csJJed for
AUDITS INVESTIGATICJ.I
PAGE l!l4
l!l8/25/1999 13:l!l3 916-653-3477
1999-131
~~~
,.J
~\;'
AJ Raymond
August 25, 1999
Page 3
3. The cost principles and administrative requirements are not cited in the draft
agreement.
R8CCImmendation: The following contract provisions should be incorporated into
the executed agreement:
A. Code of FedeflJl RegUlations (CFf/) 48 Chsp/er " Part 31 shs/I be used to determiflfl the
aIIowabilily 01 the individual items of cost
.B.
The contractor agrees to cotrpIy will fedfHa/ procedures in acc;orrJance with CFR 49, p~
18, Uniform Administnrtive Requlremenls for Gtants and Cooperative Agre_rds to Stete
and Locsl Governments.
C.
Any costs for which payments have been mttde to the contJactor. which ate determined by
subsequent audit to be unaJIowab/;J under CFR 48. Chapter 1 Part 31, (lie subject to
repayment by the contractor to the Cly of Ssn Bernardino, the State and the Federal
Govemment.
D. Any sutx:ontract. entered into as a result of this contract, shaH cont8in aN of the provisions o(
this Miele.
4. The subcontracting provisions are not cited in the draft agreement.
Recommendation: The following contract provisions should be incorporated into
the executed agreement:
A. The Contractor shall petform the work contemplated with resources SII8i1ab/e within its own
orgtl1lization and no porlion of the IIIOric pertinent to this contract shall be subcontracted
without written authorization by the CiIy's Contract Manager. except thtlt which is expressly
identified in the Contractor's Cost Proposal.
B. Any subcontract in excess of $25, 000. ootered into es a result of this contmct, shall C(lfItain
an the provisions stipulated in /his contraet to be applicable to Sl.lbccntractols.
C, Any $Lbstitution of subcontractOIS must be approved in writing by the City's eomracr
Manager.
D. Ar.jI subcontract, entered into as 8 msuII of this contract, shell contain all of the provisions of
this Article.
88/25/1999 13:83
~
916-653-3477
AUDITS IHVESTIGATICH
PAGE 136
1999-131
AI Raymond
August 25, 1999
Page 5
under this contfllet, and for terminaoon costS.
2. Within 30 days of the date the cofl$U/tallt is notified of early terminIttion for the
convenience at Cil}' at San Bernardino, the consu/tBnt shaD prepare and $lbmIl to the
COIlttsCt manager for appIOvul, tMJ sepsrate supplemental cost pIOIJCJAI: 1). A final
revised cost proposal for aD project-related costs to the revised termination date, and 2). A
cost proposal speciflCSlly addressing the termination settlement costs only.
B. Consultant's Reports Under Early Termination
Upon notic8 of early terminat/otJ consultant shall provide aI project.related documents and
corra.pondence required as part of the statement of ~rlc. AI documents must be received
snd accepted before the settlement costs invoice is peid.
C. Invoice Submittal Under Earfy Tarmination
SepaflIte final invoices for project-te/ated cosI$ and termination sellJement cost shaI be
submitted no /atlN then thirly (30) calendar days after the date the consu/".nt Is TIOtffied of
acceptance of the final cost proposal by the Cly's ContRlet Manager. Invoice$ shaI be
submitted in accordance with contRlcls A80wablfl Cost provision.
D. Termination Issues for SubconsuJtants, Materialmen. Etc.
The consultant shall notify any subconsultant and service vendor providing seIVice under this
contract of the ell~ termination date of this contract. FaHure to TIOI1fy any subcontfllctor and
seMc-.e vendor shaH result in the consul/ani being fable for the termination costs incurred by
any subcontl3ctor and setVice Of supply vendor for worlc performed under this contl8Ct ex~pt
those specifically agreed 10 in the termination notice to the consul"'nt.
E. Cost Principels Under Early Termination
Termination sell/ement e1Ipens8$ reimbursed in accordance with 48 CFR, Federal Acquisiiom
Regulations System, Chapter 1, Purt 31, Subpar/31.205-42 (c) dealing with the InIiaI Costs
are ".;1 app/icBb/& to architectural and engineering conlract terminaJions.
Cost Proposal
We reviewed the contractor's firm fixed price and verified that some of the cost
categorieS were incorrectly stated. Specifically, the contractor Included an
overhead rate of 171.26 percent and the audited overhead rate Is 122.86 percent.
In addition, the contractor included a 15 percent fee. which exceeds the
percentage allowed by the Federal Regulations. In total. we found that the
proposed fixed price is overstated by $20,994.
Recommendation: ' We recommend that the total contract amount be revised to
the audited firm fixed price of $228,273.
88/25/1999 13:83 916-653-3417
1999-131
AUDITS INVESTIGATIl:tl
PAGE 111
AI Raymond
August 25, 1999
Page 6
The audit findings were discussed with Jam Thalpejr. Contract Manager, City of San
Bernardino, on August '10. 1999.
This report is intended for the information of the audit committee. management and
FHWA. However, this report is 8 matter of public record and ItS distribution is not
limited.
Please forward a copy of the executed Agreement to Audits & Investigations. <<you
have any questions, please contract Harman Sufi at (916) 653-4949 or Ken Craig,
Audit supervisor, at (916) 653-4393.
\
Approved:
Ak~OMEY
", JfU Audit Manager
cc: Jam Thaipejr, City of San Bemardino
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