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CC Resolution 12931 - Amend Agreement with Jayson Architecture for Additional Design and Engineering ServicesSCANNED RESOLUTION NO. 12931 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL AUTHORIZING THE CITY MANAGER TO AMEND THE CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY AND JAYSON ARCHITECTURE FOR ADDITIONAL DESIGN AND ENGINEERING SERVICES RELATED TO THE CAMPBELL LIBRARY RENOVATIONS PROJECT (NO. 23-SS) WHEREAS, on May 19, 2020, the City Council adopted Resolution No.12589 awarding the Measure O - Campbell Library Improvements Design Services contract to Jayson Architecture, authorizing the City Manager to execute the associated Consultant Services Agreement in a contract amount not -to -exceed $1,704,210, and approving the corresponding budget amendment for Fiscal Year 2019-2020; and WHEREAS, upon contract execution on May 9, 2020, Jayson Architecture began work on the design elements of the Library Renovations Project which were later finalized by the end of 2021; and WHEREAS, in early 2022, the City of Campbell applied for the State Library's Building Forward Grant Program, intended to address safety and critical maintenance needs for public libraries throughout the State, and WHEREAS, if awarded. the City would apply the grant funds toward any design and construction -related services of the Campbell Library Renovations Project (No. 23-SS); and WHEREAS, in October 2022, the City received a confirmation letter with the State's intent to award a total amount of $4,718,450 in grant funds to the City of Campbell on behalf of the Building Forward Grant Program for the Campbell Library Renovations Project (No. 23-SS); and WHEREAS. on December 6, 2022, per the terms of the Building Forward Grant Program, the City Council of the City of Campbell adopted Resolution No.12921 authorizing the City Manager to execute the funding agreement with the California State Library and any amendments thereto; and WHEREAS, an associated budget adjustment was authorized in the amount of $4,718,450 for the acceptance and allocation of the grant funds into account 448.518.4543 for the Campbell Library Renovations Project (No. 23-SS); and WHEREAS. the $4,718,450 in grant funds awarded by the State Library's Building Forward Grant Program has created capacity within the project's existing budget for use of available City funds that were previously dedicated to cover safety and infrastructure improvement costs; and WHEREAS, the available Measure O funds can be used to cover the costs of other much -needed improvements included in the project's original (and approved) scope -of -work, but that were later omitted due to budget constraints, and WHEREAS, these improvements included the conversion of the entire library building into an all -electric facility; the addition of a new emergency generator to provide back-up power to the entire library building in the event of a power outage, as well as other improvements that would improve the Library's ability to provide services; and WHEREAS, if incorporated into the project, the electrical conversion of the 24,000 square -foot Campbell Library would eliminate natural gas usage from one of the City's largest operated facilities and move the City one step closer to a cleaner and greener energy -efficient future; and WHEREAS, additional design elements to improve the building's overall aesthetics and help reduce noise levels could also be added back into the project scope; and WHEREAS, to implement these improvements, staff has requested a proposal from Jayson Architecture to incorporate these additional features into the project's current scope of work; and WHEREAS, in response, Jayson Architecture has submitted a proposal for the additional design and engineering services to incorporate the related improvement features into the Library Renovations Project; and WHEREAS, the total cost of the proposed project additions is estimated at approximately $1.9 million, with the associated design costs at approximately $134,000; and WHEREAS, Jayson Architecture has proposed a total cost of $133,976 for all design and engineering - related services to include these improvement features into the design of the Library Renovations project; and WHEREAS, an amendment to the original Consultant Services Agreement is necessary to allow Jayson Architecture to perform the additional design and engineering -related services as outlined in the proposal; and WHEREAS, this contract involves special services for engineering and architectural matters from persons specially trained, experienced, and competent to perform the special services required, pursuant to Campbell Municipal Code Section 3.20.030(4); and WHEREAS, Staff recommends that the City Council authorize the City Manager to amend the Consultant Services Agreement with Jayson Architecture, in an amount not -to -exceed $133,976, for the design and engineering services to incorporate additional safety and infrastructure improvements into the scope of work for the Library Renovations project (No. 23-SS); and NOW, THEREFOR, BE IT RESOLVED that the City Council of the City of Campbell hereby authorizes the City Manager to execute the First Amendment to the Consultant Services Agreement between the City and Jayson Architecture, in a contract amount not -to -exceed $133,976, for the implementation of additional design and engineering services required to incorporate additional improvement features to the scope of work for the Library Renovations Project (No. 23-SS). PASSED AND ADOPTED this 23rd of January 2023 by the following roll call vote: AYES: Council Members: Lopez, Scozzola, Furtado, Landry, Bybee NOES: Council Members: None ABSENT: Council Members: None Approved: Anne Bybee, Mayor ATTEST: "14446 /,Vl Ihe�z Andrea San , City Clerk FIRST AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT BETWEEN JAYSON ARCHITECTURE AND THE CITY OF CAMPBELL FOR THE CAMPBELL LIBRARY RENOVATIONS PROJECT (PROJECT NO.23-SS) The City of Campbell has authorized an amendment to the Consultant Services Agreement with Jayson Architecture for the purpose of Additional Design and Engineering Services for the Campbell Library Renovations Project (Project No. 23-SS), effective January 23, 2023, and expiring December 30, 2024. In consideration of mutual provisions acknowledged between both parties, and as stipulated in section 10.9 of the original agreement dated May 19, 2020, Consultant and City agree to amend the original agreement as follows: Section 3.1 Compensation: City agrees to compensate Consultant for all services and direct costs associated with the performance of the project in an amount not to exceed One Hundred Thirty -Three Thousand and Nine Hundred Seven Six ($133,976) dollars. Exhibit A - Scope of Services: Exhibit A includes the additional scope of design services for the Campbell Library Renovations Project (Project No. 23-SS) as attached to this amendment of the Consultant Services Agreement. All other terms of the Consultant Services Agreement dated May 19, 2020. between the City of Campbell and Jayson Architecture, shall remain the same. In witness whereof, City of Campbell and Jayson Architecture have executed this First Amendment to the AGREEMENT as of the date indicated next to their signatures. CITY OF CAMPBELL 0 Brian Loventhal Date City Manager JAYSON ARCHITECTURE It Abraham Jason Date Principal Exhibit A Scope of Services City of Campbell J AY S O N Additional Service Request #03 Date: 10/7/2022 ARCHITECTURE Attention: 50 29", Street Todd Ca urso San Francisco CA 94110 P jaysonarch.com Public Works Director 415.317.0529 City of Campbell • Department of Public Works 70 North First Street, Campbell, CA 95008 (408)866-2150 Jayson Architecture would like to request the following contract amendment to City of Campbell Contract `Measure O - Campbell Library Improvements Design Services". • Move Permit Set Alternate #1 Plaza Pavers into base scope. • Move Permit Set Alternate #2 Lower Level Stacks into base scope. • Move Permit Set Alternate #3 Upper Level Stacks into base scope. • Remove gas service and equipment, convert library to all -electric. • Add acoustic wood wall finishes to the Community room. • Add an emergency generator that powers the entire library as Alternate #1. • Add a sound masking system as Alternate #2. • Add acoustic felt in the group study rooms and booths as Alternate #3. • Plans and specifications for revisions • Permitting for revisions • Construction administration for revisions We request compensation for the design and engineering for this additional scope, as follows: • Mack5 Cost Estimation: • Salter Acoustic Engineers: • BKF Civil Engineers: $5,600 $20,000 $7,000 • JLJA Landscape Architects: $3,560 • Base Structural Engineers: $3,000 Alter Mechanical/Plumbing Engineers: $8,000 • RITA Electrical Engineers: $11,000 • Subconsultant Subtotal: $58,160 • 10% Subconsultant Markup: $5,816 • Subconsultant Total: $63,976 • Jayson Architecture, 100 hours Principal @ $155/hr: $15,500 • Jayson Architecture, 180 hours Project Manager @ $125/hr: $22,500 • Iayson Architecture, 320 hours Project Designer a $100/hr: $32,000 • Jayson Architecture Subtotal: $70,000 • Total Additional Service Request: $133,976 See attached subconsultant proposals. Feel free to contact me with any questions. Thank you for your consideration. Abraham Jayson Principal I Architect I LEED AP BD+C p: 415.317.0529 e: abe@.iaysonarch.com iaysonarch.com Page 1 of 1 mack* scope of Our proposed fee for the Project is as follows: services/fee • Permit Set Revisions Cost Estimate Update Total Fee $5,600 $5,600 conditions The total fee is valid for ninety (90) days from the date of this proposal, should the scope of service be altered we reserve the right to adjust our fee proposal accordingly. Our fee does not include life cycle cost analysis. schedule macks is available to start as soon as required. Commonly we require 2-3 weeks to complete an estimate after receipt of documents. reimb expenses Reimbursable expenses are included in the fee proposal. hourly rates Our 2022 hourly rates are below. Rates are adjusted annually, normally about 3% per annum. Principal/Managing Principal $240 - $260/hr Senior Cost and Project Managers $190 - $240/hr Cost and Project Managers $160 - $190/hr Project and Cost Engineers $130 - $160/hr Administrative Support $ 90/hr additional services Site visits, Value engineering (unless specifically included above), additional estimates, estimating changes in scope, estimate comparisons, and reconciling estimates with those of a third party are not included in the scope of services/fee, and will all be deemed additional services apart from those specifically mentioned above. other services macks provides valuable additional services including our Cost Model Manager and Project / Construction Management. Please do not hesitate to contact me should you require any further information or clarification. Sincerely, r Cynthia Madrid, Senior Cost Consultant 510-595-4730 direct, cmadrid@mack5.com Campbell Library Renovation Sound Masking 5 October 2022 Page 2 SCOPE OF SERVICES Schematic Design 1. Attend kickoff meeting with design team 2. Assist architect with space and infrastructure planning for SM systems 3. Issue a draft narrative that includes the following: a. SM system design criteria b. Preliminary space and infrastructure requirements c. Rough -order Opinion of Probable Construction Cost (OPCC) for SM system Design Development 1. Design a pathway infrastructure for SM system, including conduits, backboxes, etc. 2. Provide architectural and MEP coordination for SM system 3. Provide cutsheets of proposed devices for coordination 4. Provide the following drawings: a. Symbols list and drawing index b. Equipment room plan c. Floor plans and reflected ceiling plans showing horizontal pathways and device locations 5. Attend up to two meetings Construction Documents I. Provide CSI formatted specification section 27 5119 2. Finalize drawings and add the following to the sheets: a. Mounting location information for control devices b. Single -line audio/video/control functional diagrams c. Installation details 3. Attend up to two meetings Bidding We have estimated one consultant days (eight hours). We have not included any meetings. Our tasks could include the following: 1. Provide a list of qualified subcontractors 2. Address contractor questions and make necessary clarifications to contract documents 3. Prepare necessary addenda to clarify contract documents 4. Review bids and provide comments Acoust" Audiovisual San Francisco t San .lose I Los Angeles s Honolulu I S4 ,a;e�- Telecommunications a I to r Baiter-h+cetfm Security Salter Campbell Library Renovation 5 October 2022 ADDITIONAL SERVICES Sound Masking Page 4 The following tasks are not included in the above scope of services. If desired, we can prepare a separate proposal for these tasks: Acoustical consulting (under separate proposal) Substantial redesign due to extensive value engineering or owner requested changes following the design development phase Neutral -host DAS design Additional meetings, milestone deliverables, drawings review, or site visits Public hearings Witnessing of performance tests Digital signage software and content Videowalls and exhibit -type audiovisual systems Mockups Providing hard copies of drawings or specifications EXCLUSIONS The following tasks are not included in the above scope of services and are outside of our insurable areas of consulting: Structural calculations or details Electrical power design Mechanical or plumbing system design Building management systems (BMS) Fire protection design (sprinkler systems) San Francisco l San Jose 1 Los Angeles i Honolulu i Seattle ,after-inc.com Acoustics Audiovisual Telecommunications Secu►itY Campbell Library Renovation 5 October 2022 TERMS AND CONDITIONS Insurance Sound Masking Page 6 Type Rate General Liability $2,000,000 Workers Compensation $1,000,000 Automobile Liability $1,000,000 Professional Liability ("Errors and Omissions"): Professional liability of Charles M. Salter Associates, Inc. (Salter), its officers, employees, and subconsultants is limited to $50,000 or our total fee, whichever is less. The above limitation of professional liability can be increased to $1,000,000 by increasing our total fee by 10% prior to start of our services. Schedule of Hourly Rates Role Rate President and Senior Vice President $400 Vice President $325 Senior Associate $275 Associate $225 Senior Consultant $195 Consultant $170 Technical Assistant $115 Reimbursable expenses such as travel, subsistence, meals, lodging, and project -related materials are billed in addition at cost. Measurement instrumentation -use charges are at our standard rates. Invoices for technical labor, reimbursable expenses, and instrumentation use are rendered monthly for services performed during the previous month. Payment for each invoice is due within 30 days. Proposals are valid for 60 days. The total fee will be applied as we deem appropriate among the tasks. All proposals assume that services proceed without unreasonable delays, redesign, or scope changes. Such occurrences may warrant a renegotiation of fees. The schedule of hourly rates is valid for one year from the proposal date. A renegotiation of our hourly rates may be required after this period. Salter specifications input and details have all rights reserved by Charles M. Salter Associates, Inc. These documents are for use only on the project for which Salter is retained. It is the project architect's and/or engineer-of-record's responsibility to coordinate and verify the suitability of all specifications input and details as appropriate for the project. To facilitate drawing reviews, we require drawing files to be electronically transmitted to us or posted online (with notification of posting) in PDF file format, in addition to any AutoCAD or Revit background/model files necessary for design purposes. Site visits and observations, if any, conducted by our firm relate only to our services. We are not responsible for the safety of others at the job site. Acoustics Audiovisual Salter San Fherancisco I San Jose I Los Angeles ! Honolulu I Sa sttie Teleaxnmunicatlons 1i9Plir-1com Security October 5, 2022 Abraham Jayson, Principal Jayson Architecture 50 291h Street San Francisco, CA 94110 abe@jaysonarch.com / (415) 317-0529 Project: Campbell Library Regarding: Additional Services Request No. 02 — Bid Set Updates Dear Abe, We are submitting Additional Services Request No. 02 in response to a City - initiated directive to update the Bid Set. We expect this work to include the following scope: ■ Update CAD backgrounds to incorporate an emergency generator in the parking lot (produced by others). ■ Update Bid Set to include plaza pavers as part of the base and eliminate the alternate. ■ Coordinate with Design Team for one submittal. ■ Deliverables: One (1) round of landscape drawing updates as outlined above. Schedule: Work to be completed in one round of updates to the Bid Set. Any significant extension of the schedule, additional submittals, or changes to multiple sets may lead to additional fees. Additional Services Request No. 02: $3,560 All terms will be per our original agreement, dated June 17, 2020. Acceptance of this additional service request will be indicated by signing below or receipt of an addendum from Jayson Architecture. 515 SWIFT ST, SANTA CRUZ, CA 95060 PHONE 831.423.6040 1 FAX 831.423.6054 EMAIL JLJ@JLJA.CONt I WWW.ILJA.COM California Landscape Architect License 3163 1�= Via Email: September 30, 2022 Abraham Jayson Jayson Architecture 50 291h St. San Francisco, CA 94110 RE: Campbell Library Add Services BASE Design Project No. P20112.01 Dear Abe, This proposal addresses BASE Design's additional services to add a new 500-gallon water tank on roof. Below is a list of additional work by BASE: • Design for the roof framing revisions and revise drawings to accommodate the new water tank. To the extent possible we have attempted to absorb some of the above effort per the current authorization. We request a fee adjustment of $3,000 (Three Thousand Dollars) for our efforts in excess of our current fee limit. Thank you for considering BASE Design to be your Structural Consultant and for giving us the opportunity to submit this proposal. We look forward to working on this project with you. If the above is acceptable to you, please sign and return this agreement. Very truly yours, BASE Design ACCEPTED BY: BY: Gokhan Akalan, SE 5594 Principal DATE: 582 Market Street, Suite 1402 1 San Francisco, CA 94104 1 T 415466-2997 1 www.BASEdesigninc.com Prepared for: Abraham Jayson Jayson Architecture 50 291h St. San Francisco, CA 94110 Prepared by: Matt Dehghani, Partner 1624 Franklin Street, Suite 1300 Oakland, CA 94612 M 510-876-2591 matt@alterengineers.com Issued Date: Oct. 41h, 2022 Add Service Proposal for Engineering Services Campbell Library - Heating Plant Electrification Project Understanding Consulting Engineers The following additional service proposal has been prepared in response to the City of Campbell's recent building electrification requirement for the Campbell Library renovation project. This new requirement has been imposed after significant completion of HVAC and Plumbing construction documents. The timing of this new requirement represents an unplanned hardship. Alter Consulting Engineers has prepared this Additional Service proposal to request additional funding to cover this unforeseen engineering and design time. www.AlterEngineers.com 1624 Franklin St. Suite 1300, Oakland. CA 94612 AAlter Consulting Engineers Compensation Services which are authorized in writing by the owner and which are outside of the scope of work as detailed in this agreement shall be billed as additional services as a lump sum or time and materials as required. The time shall be billed according to the rate schedule in effect at the time the services are performed. Fees assume that work proceeds in a straightforward manner without significant redesign, scope or schedule changes, any of which will warrant a renegotiation of fees. Our proposed level of effort and related fees are sensitive to changes in the project schedule. Since such changes in schedule may require additional time and input on our part, we carefully monitor each of our projects and notify our clients of any unforeseen changes in work scope or schedule. Such changes are our basis for negotiating additional fees. Reimbursable expenses associated with a project include travel and all travel related expenses, parking, shipping, reproduction, in-house plotting of electronic files, models and mock-ups, permit fees and long-distance telephone normal to the conduct of the project. Unless stated otherwise, these are billed in addition to our consulting fees. They are itemized separately and are billed at cost. Invoices for consulting fees and authorized reimbursable expenses are submitted monthly. We shall indicate the fees billed for the period, reimbursable expenses and amount billed to date. For fixed fee projects we invoice based on the percent of work completed. Estimates and fees described in proposals reflect anticipated increases in consulting rates resulting from expected increases in salaries and inflation, and are tied to the project schedule, unless otherwise stated. Estimates and fees described in proposals are valid for a period of two months (sixty days). If this proposal has not been accepted after sixty days, these cost figures may be reviewed and revised. Standard Terms and Conditions To resolve any conflicts that arise during the design or construction of the project or following the completion of the project, the client agrees that all disputes arising out of or relating to this agreement shall be submitted to non -binding mediation in the State of California unless the parties mutually agree otherwise. Our contract may be terminated by either party upon receipt of written notice at least seven days prior to the effective date of termination. All consulting fees and direct expenses accrued on a project as of the effective termination date shall be paid by client. In providing services under this agreement, the consultant will endeavor to perform in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. www.AlterEngineers.com 1624 Franklin St. Suite 1300.Oakland. CA 94612 JJAIter Consulting Engineers MRIJA CONSULTING ELECTRICAL ENGINEERS S515 Doyle Street, #7 Emeryville, CA 94608 Additional Service Request AS03 — Generator Design Client Jayson Architecture 50 29th St. San Francisco, CA 94110 Attn: Abraham Jayson, Principal Project Campbell Library Date October 5, 2022 Abe, Per our correspondence, we are submitting a request for additional fees. Scope of work is as follows: Option 1: The current permit drawings include "generator -ready" provision for a building -wide generator to be incorporated into the system. We will revise the current drawings to include the generator sized to accommodate the whole building load, and include and CSI specification for the generator system. Fee: $4,000 (Initial to Accept) Option 2: Revise the current permit documents to include a standby power branch and normal power branch only. We understand the client is considering reducing the standby power goal for the project. Doing so requires recircuiting plans, and revisions to the single line diagram, site plan, enlarged plans, schedules, and specifications. Fee: $8,000 (Initial to Accept) Building Electrification Revise the current permit documents for converting the building to all -electric. The gas -fired boiler will be replaced with an electric air - source heat pump. We will revise the electrical distribution design to accommodate this electrical load, and confirm impacts on the current electrical service size. We have included time for additional correspondence with PG&E as they need to be aware of the proposed increase in load. Fee: $3,000 (Initial to Accept) (Note, fee assumes revisions for this scope item is in conjunction with Option 1 or Option 2.) Submittals: • Permit Resubmittal • Permit Backcheck If scope of work and additional fee outlined above is acceptable, please sign and return below as notice to proceed. Thank you, Ray A. Juachon, PE Principal Signature Date Name P a g e 1 1 FP2018AS03