HomeMy WebLinkAbout36-Public Works
Date:
2-24-87
F~ No. 6.517 <:>
- REQUEST FOR COUNCIL ACTION
;H~
Subject: Authorization to Execute Agreement for
'''i) -ADMfH 'F2' Professional Services -- Prel iminary
- . . 'I". Space Studies and Preparation of Floor
; ~EB25 Afl/C' C' Plans for Renovation of City Hall
'. ---INTERDESIGN
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CITY OF SAN BERNARDINO
From: ROGER G. HARDGRAVE
Dept: Publ ic Works
Synopsis of Previous Council action:
09-08-86 -- Resolution No. 86-360 adopted authorizing execution of a lease with
RDA relative to lease of space in City Hall.
09-22-86 -- Resolution No. 86-383 adopted authorizing execution of a first
amendment to lease Agreement with Water Department for lease of
office space in City Hall.
12-08-86 -- Report of the meeting of the Legislative Review Committee of 11-18-86,
recommending that Public Services remain in their area and RDA move
to 4th Floor; and that a separate fund be established from rents
received for future floor maintenance.
02-02-87 -- Authorization for expenditure of funds for maintenance, and renovation
of various public buildings confirmed.
Recommended motion:
Adopt resolution.
cc: Ray Schweitzer
Warren Knudson
Wayne Overstreet
Contlct pinon:
Roger G. Hardgrave
Phonl:
Supporting dlhllttlChed: Staff Report, Agreement & Resol uti on Wlrd:
5025
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FUNDING REQUIREMENTS:
Amount: $ 11,365
Sourcl: (ACCT. NO.)
(ACCT. DESCRIPTION) Public Facility Renovation Fund
Flnlnce: '
i/ Ib-C JC:.../L-
Council Notes:
n.DtU
Agend. hem No. ~ ::-;/, f
CI~ OF SAN .ERNARDI.cb - REQUEO FOR COUNCIL AC'ICMt
STAFF REPORT
Revenues from increased rental rates for the Redevelopment Agency and
Water Department have been placed in the Public Facility Renovation Fund. The
first facility planned to be renovated from this fund is City Hall.
Professional consulting design services are needed to determine space
requirements, in particular on the 3rd and 4th floors. After these requirements
have been determined, dimensioned floor plans will be needed for construction.
The Redevelopment Agency and Water Department have entered into con-
tracts with Interdesign to perform these services within their office area.
It is deemed advisable to use the same consultant throughout City Hall, in
order to achieve conformity in layout and color scheme.
Under terms of the proposed agreement, Interdesign will perform prelim-
inary space studies and prepare floor plans for the areas indicated. In
addition, design consultation will be provided to select finish materials,
decor items and develop standard furniture specifications. The Agreement also
provides that Interdesign will engage the services of a Registered Structural
Engineer to prepare plans and specifications for closing in the open area on
the third floor.
Listed below is an estimate of the costs that will be incurred under
this contract:
Preliminary Space Studies - $0.05/Sq. Ft,. = $ 1,920
X 38,419 Sq. Ft.
Tenant Improvement Plans - $0.40/Sq. Ft. = 4,570
X 11,428 Sq. Ft.
Design Consultation - $50.00/Hour X 40 Hours = 2,000
Structural Engineer = 2,500
Blueprints $0.75/sheet X 500 sheets = 375
TOTAL ESTIMATED COST $ 11,365
Purchase Order No. 301258 has been issued to Interdesign for prelim-
inary space studies on the third floor. No expenditures have been made under
this purchase order. It is planned to cancel this purchase order and incorpo-
rate these services under the proposed agreement.
The provision of these services will be under the direction of a
Design Development Team.
We recommend that the agreement be approved.
2-24-87
75-0264
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT FOR PROFESSIONAL SERVICES WITH
INTERDESIGN RELATING TO PRELIMINARY DESIGN STUDIES AND TENANT
IMPROVEMENT PLANS IN CONNECTION WITH THE REMODELING OF CITY
HALL.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is
hereby authorized and directed to execute on behalf of said
city an agreement for professional services with INTERDESIGN
relating to preliminary space studies and tenant improvement
plans in connection with the remodeling of City Hall, a copy
of which is attached hereto, marked Exhibit "A" and
incorporated herein by reference as fully as though set forth
at length.
SECTION 2. The contract authorized by this resolution
shall not take effect until fully executed by both parties.
Neither party shall be obligated hereunder unless and until
the contract is fully executed and no oral agreement thereto
shall be implied or authorized.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
meeting thereof, held on
vote, to wit:
2/25/87
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AYES:
council Members
NAYS:
ABSENT:
City Clerk
The foregoing resolution is hereby approved this
day
of
, 1987.
Mayor of the City of San Bernardino
12 Approved as to form:
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City A~ney
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2/25/87
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AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT, entered into this day of
, 1987, by and between I NTERDESIGN,
hereinafter referred to as .Consultant-, and the City of San
Bernardino, a municipal corporation of the state of California,
hereinafter referred to as -City-.
WITNESSETH
WHEREAS, City desires to remodel and redecorate portions of
the interior of City Hall, located at 300 North .D- Street; and,
WHEREAS, preliminary space studies have been performed for
City Hall; and,
WHEREAS, City desires to obtain dimensioned floor plans in
order to allow construction involved in the remodeling to be
accomplished, and,
WHEREAS, Consultant represents that sufficient experience
and expertise is available in said firm to prepare the requested
floor plans;
NOW, THEREFORE, it is mutually agreed, as follows:
1. GENERAL.
Consultant shall provide dimensioned floor plans, verified
by on-site measurement, of the following areas of City Hall (N/A
indicates areas not covered by this agreement):
DescriDtion Estimated Area (Sq.Ft.)
Sixth Floor
Mayor's Office
City Administrator
Finance
N/A
2080
2735
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City Attorney
Common Area
Fifth Floor
Community Development
Water
Common Area
Fourth Floor
Risk Management
Public Services
Public Works/Engineering
Common Area
Third Floor
Building & Safety
Planning
Redevelopment Agency
Common Area
Second Floor
Treasurer
Central Cashiering
City Clerk
Personnel/Civil Service
Common Area
Council Chambers
Auditorium
Basement
Print Shop & Snack Bar
TOTAL EST:
2190
N/A
N/A
N/A
2916
1407
3408
6694
2916
2333
3097
N/A
3222
2134
756
2742
N/A
3222
5573
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The above listed areas are estimates. Final dimensions
will be determined by the city's Design Development Team after
completion of the floor plans by Consultant.
2. PLANS.
Plans prepared under this agreement will be dimensioned
floor plans, including reflected ceiling plans with lighting
locations, electrical switches and plugs, telephone and computer
connection locations, interior elevation and detailing cabinetry
design, and other such details as required to allow construction
of the improvements required by the remodeling.
A complete set of plans, specifications and estimates,
prepared under the supervision of Consultant by a structural
engineer licensed by the State of California, will be provided
for filling in the stairway opening on the Third Floor of City
Hall, and providing for enclosing the stairway between the second
and third floors. This set of plans shall be in a form adequate
for advertising for construction bids, in accordance with State
law and City practice. Such adequacy shall be determined by the
Director of Public Works/City Engineer of City.
As a part of the dimensioned floor plans, an overall color
scheme will be selected by the Consultant, with the concurrence
of the City's Design Development Team, which provides distinctive
variation among the public hallways on each floor.
Originals of all plans shall become the property of the
City, and shall be turned over to the City prior to completion of
the work and final payment.
3. FEES AND PROVISION FOR PAYMENT.
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Maximum compensation to Consultant shall be equivalent to
40 cents per square foot of area included in the approved final
floor plan.
Consultant shall maintain and file each month with the
Design Development Team a record of work completed and of
reimbursable expenditures. The Design Development Team shall
make a determination of the proportion of the work submitted to
the total work to be completed and shall submit a claim or
request for payment to the Finance Department based on such
determination plus the amount of any reimbursable expenses. The
Design Development Team shall cause to be withheld 5' of any such
claim or request for purposes of adjustment at the end of the
contract.
Expenses incurred by Consultant for structural engineering
service shall be directly reimbursable to a maximum of $3,000.00.
City shall bear no responsibility for costs incurred in excess of
that amount.
Blue prints shall be reimbursable at the rate of 75 cents
per 24" x 36" sheet. No other costs will be reimbursed, without
prior written approval from the Chairman of the City's Design
Development Team and the City Administrator.
The signature of the Consultant and the City Administrator
on the originals of the dimensioned floor plans shall be required
for and shall constitute final approval of such plans or any
portion thereof. Any revisions requested after final approval of
the completed plans shall be performed by Consultant at the rate
of $50.00 per hour.
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4. ITEMS NOT INCLUDED.
Except as provided in Section 3, selection of special
colors, wall coverings, and drapes for non-common areas, i.e.
private office and City employee work areas, are not included in
the services to be provided under this agreement.
5. SUPERVISION OF SERVICES.
Supervision of the services to be provided by Consultant
shall be furnished by the City's Design Development Team,
comprised of the following:
Roger Hardgrave, Director of Public Works/City Engineer
CHAIRMAN
Wayne Overstreet, Superintendent of Public Buildings
Warren Knudson, Director of Finance
Dean Meech, Purchasing Agent
Susan Chow, Assistant to City Administrator
Representatives from other departments, in particular the
Building and Safety Department and the Fire Department, will be
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consulted as needed.
User departments will be requested to meet
with the Team and Consultant to review the plans for their area.
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6. CONSTRUCTION SUPERVISION SERVICES.
Consultant shall provide construction supervision services,
as requested by the Design Development Team, at the rate of
$50.00 per hour.
These services will consist, in general, of
interpreting the plans for the persons performing the
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construction work, providing advice on materials and construction
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26 methods and advising as to such other problems as may arise
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7. ARBITRATION.
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Any dispute arising under this agreement shall be subject
to settlement by arbitration. Arbitration shall be conducted
under the procedures set forth at Section 1280 et seq. of the
California Code of Civil Procedure.
8. HOLD HARMLESS.
Consultant hereby agrees to, and shall, hold City, its
elective and appointive boards, commissions, officers, agents and
employees, harmless from any liability for damage or claims for
damage for personal injury, including death, as well as from
claims for property damage which may arise from Consultant's
operations under this agreement. Consultant agrees to, and
shall, defend City and its elective and appointive boards,
commissions, officers, agents and employees from any suits or
action at law or in equity for damages caused or alleged to have
been caused by reason of Consultant's performance hereunder
including any claims that may arise against City by reason of
Consultant's legal relationship with City being categorized as
other than that of an independent contractor.
9. RELATIONSHIP OF PARTIES.
It is understood that the contractual relationship of the
Consultant to the City is that of independent contractor. In the
performance of personal services pursuant to the provisions of
this agreement, Consultant shall not be supervised, directed, or
under the control or authority of any City officer or employee,
except and to the extent as may be expressly or implicitly
required by the terms and provisions of this agreement. Any
direction or control so required under this agreement shall be
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limited to broad objectives or goals of the project or program to
be accomplished and not to the detail and procedures to
accomplish such objectives or goals.
Consultant shall not be
obligated to conform to the supervision or direction of City
5 officers or employees which are not authorized herein. Changes
6 or modifications of said objectives and goals may be made by
7 written recommendations of either party subject to the
8 concurrence of the other party in writing.
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10. TERMINATION OF AGREEMENT.
This agreement may be terminated by either party upon seven
days' written notice should the other party fail substantially to
perform in accordance with its terms through no fault of the
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This agreement may be terminated by the City upon at least
15 seven days' written notice to the consultant in the event that
16 the project is permanently abandoned.
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In the event of termination not the fault of the
]8 consultant, the consultant shall be compensated for all services
19 performed to termination date, together with reimbursable
20 expenses then due.
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11. NOTICES.
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23 this Agreement shall be in writing addressed to the following:
Official notices relative to the services provided under
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Consultant
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Carol A. Hatch
Interdesign
118 E. Airport Dr., Ste 208
San Bernardino, CA 92408
Roger Hardgrave
Director of Public Works/
City Engineer
300 North D Street
San Bernardino, CA 92418
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1 IN WITNESS WHEREOF, the parties have executed this
2 agreement on the day and year first above written.
3 CITY OF SAN BERNARDINO
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ATTEST:
City Clerk
By
Mayor
CONSULTANT
By
Approved as to form:
~~-?v
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City A torney
2/26/87
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