CC Resolution 13088 - Amend Agreement with Jayson Architecture for the Measure O - Campbell Library Renovations Project (No. 23-SS) RESOLUTION NO. 13088
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL APPROVING AN
AMENDMENT AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONSULTANT
SERVICES AGREEMENT WITH JAYSON ARCHITECTURE, IN AN AMOUNT NOT TO EXCEED
$114,410, TO PROVIDE DESIGN AND ENGINEERING SUPPORT SERVICES IN
ACCORDANCE WITH THE CURRENT CONSTRUCTION SCHEDULE FOR THE MEASURE O —
LIBRARY RENOVATIONS PROJECT (NO. 23-SS)
WHEREAS, on May 19, 2020, the City Council adopted Resolution No. 12589 authorizing the City
Manager to execute a Consultant Services Agreement with Jayson Architecture for the design of the
_ Campbell Library Renovations Project (No. 23-SS); and
WHEREAS, although Jayson Architecture had finalized the design of the Library Renovations project
by the end of 2021, additional funds were received between 2022 and 2023 from various State and
local programs that created capacity within the project's budget to add elements back into the project
that were previously omitted from its original design due to budgetary constraints; and
WHEREAS, in January 2023, the City Council approved authorization .to amend the existing
consultant services agreement with Jayson Architecture for additional design and engineering
services to incorporate (re-design) these elements back into the project; and
WHEREAS, when Jayson Architecture completed the re-design work in March 2023, the subsequent
constructability review performed by the City's construction management firm, Griffin Structures
(Griffin), did not find any issues or conflicts with the re-designed scope of work; and
WHEREAS, on June 6, 2023, the City Council adopted Resolution No. 12999, approving the
Library's final PS&E and authorizing staff to invite the project's list of prequalified contractors to bid
on its construction contract; and
WHEREAS, on September 19, 2023, the City Council approved and awarded the Library's
construction contract to Lathrop Construction Associates, Inc. (Lathrop); and
WHEREAS, while preparing for the Library's impending construction, staff discovered that Jayson
Architecture's original contract included a billing schedule for construction support services that
referenced an earlier (and outdated) construction timeline that had the project ending in August of
2023; and
WHEREAS, this prompted staff to request a proposal from Jayson Architecture in October 2023 to
extend services beyond the contract's original end date in accordance with the project's updated
(current) construction schedule; and
WHEREAS, in response, Jayson Architecture submitted an Additional Service Request (ASR) to the
City proposing an amendment to their original contract that would extend services for an additional
21 months, in the total amount of$114,410 for their associated rate/fee increases; and
WHEREAS, per the ASR's updated billing schedule, this amendment will cover architectural work
performed beyond August of 2023 and through the project's projected construction end in May of
2025; and
WHEREAS, with the Library's construction to beginning in November 2023, it is critical that Jayson
Architecture is readily available to support the construction team and assist with addressing any
issues related to their design of the project's plans and specifications; 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 $114,410, to
provide the design and engineering support services needed throughout the construction of the
Library Renovations project.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby
approves the amendment and authorizes the City Manager to execute the consultant services
agreement with Jayson Architecture, in an amount not to exceed $114,410, to provide design and
engineering support services in accordance with the current construction schedule for the Measure
O — Campbell Library Renovations Project (No. 23-SS).
BE IT FURTHER RESOLVED should the City Council authorize the City Manager to amend the
agreement as proposed, staff will work with Jayson Architecture to consolidate those contractual
services performed by the City, and their associated costs, as reimbursable expenditures to be
applied towards the construction administration portion of the amended contract and its updated
billing schedule.
PASSED AND ADOPTED this 5th day of December, 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:
Andrea Sanders, gi y Clerk
City of Campbell JAYSON
Additional Service Request#05 -Extended Schedule
Date: 10/16/2023 ARCHITECTURE
587 Shotwell Street
San Francisco CA 94110
Attention:
Todd Capurso jay sonarch.corr,
P 415.31.7.0529
Public Works Director
City of Campbell.Department of Public Works
70 North First Street• City Hall-Upper Level• Campbell,CA 95008 •
(408) 866-2150
Jayson Architecture would like to request the following contract amendment to City of Campbell Contract `Measure 0-
Campbell Library Improvements Design Services".
• 21 Months Extended Schedule. Contract Exhibit A.4 indicates the project ending in August of 2023. The current
schedule shows the project extending through May of 2025.
• Billing rate adjustment to current and projected rates for architectural work to be performed beyond August of
2023 and through the current projected end of project in May of 2025.
• We raise billing rates on an annual basis to keep up with inflation and the annual increase to the cost of doing
business. These billing rate adjustments accomodate cost increases such as annual raises for cost of living,
increases to health care costs,increases to software costs,increases to rent,etc.
• This ASR,combined with all other ASRs approved to date,brings the total fee as a percentage of construction to
10.3%,which.is competitive and well in line with industry standards for a library renovation of this scale.
We request compensation for increased billing rates for project duration beyong the contract,as follows:
Contract CA Fee w/o subs: $246,985 (Architectural,FF&E,Signage,Record Drawings)
Principal PM PD $/Month Duration
2020 Contract Billing Rates $155 $125 $100
Average Monthly Hours Per Staff Role 12 60 30
Average Monthly Cost Per Staff Role $1,860 $7,500 $3,000 $12,360 x20 months $247,200 Total Cost @ 2020 Rates
2023 Billing Rates $200 $175 $130
Average Monthly Hours Per Staff Role 12 60 30
Average Monthly Cost Per Staff Role $2,400 $10,500 $3,900 $16,800 x2 months $33,600
2024 Billing Rates $210 $185 $135
Average Monthly Hours Per Staff Role 12 60 30
Average Monthly Cost Per Staff Role $2,520 $11,100 $4,050 $17,670 x12 months $212,040
2025 Billing Rates $220 $195 $145
Average Monthly Hours Per Staff Role 12 60 30
Average Monthly Cost Per Staff Role $2,640 $11,700 $4,350 $18,690 x6 months $112,140
$357,780 Projected CA Phase Total Cost
$110,795 CA Phase Delta from Contract Fee
2020 Contract Billing Rates $155 $125 $100
2023 Billing Rates $200 $175 $130
Billing Rate Increase $45 $50 $30
September Actual Monthly Hours 19 36 32
Actual Monthly Cost Per Staff Role $855 $1,800 $960 $3,615 xl months $3,615 Bid Phase Cost Delta
$114,410 Cost Increase/Fee Request
Page 1 of 2
JAYSON
ARCHITECTURE
Fee Summary Table
Construction Bid $18,189,000
Contract Amount $1,704,210
ASR Allowance Per Contract $120,000
Contract Amount w/o ASR Allowance $1,584,210
Fee as a%of Construction 8.7%
ASR 1,covered by contract allowance $10,560
ASR 2,covered by contract allowance $4,780
ASR 3,covered by Contract Ammendment 1 $133,976
ASR 4,voided $0
ASR 5,Contract Ammendment 3 Request $114,410,
ASR 6,covered by contract allowance $16,170
ASR 7,covered by Contract Ammendment 2 - $13,394
Total ASRs To-Date $293,290
Total Fee,Contract+ASRs $1,877,500
Fee,Contract+ASRs,as a%of Construction 10.3%
ASR Allowance Remaining $88,490
Fee,Contract+ASRs+Remaining Allowance $1,965,990
Fee,Contract+ASRs+Remaining Allowance,as a%of Construction 10.8%
See attached contract Exhibits A.2,A.4,and current schedule.
Feel free to contact me with any questions. Thank you for your consideration.
Abraham Jayson
Principal Architect 1 LEED AP BD+C
p: 415.317.0529
e: ahe@iaysonarch.com
Page 2 of 2
DRAFT SCHEDULE-9/8/2023
......._.N........._.._.........__..__......_.................__......_............__......_......................._Duration.....S........._...._............F............__....__.._...._..............._..._........._.....__...........................120._.......................__......._............._.................._..........._...................................................................................202.._._..._...__........................._......................_........._2...._._..._........_..................................._......._..........._........................................._.._...._._............1
IID;Task Name :Duration "Start —1-Finish !Prede .2021 12022 2023 II2024 12025
....._... _ i._.. L. ...1 _._i..__j MI),11:AISIO(N_D.li FIM1A..1_M1111�A'_510I N1D.1.J1FiMIA1M,IJ;1.A'_5.IOIN.1D�_J..IF M_„AI M.j1,J.IA.,5 0i NI D.I1.I.FIM_A IM i_1J11A15. OINJDII1.F:M A,I M..L1.11_1 A..I5.1_'
1 Task A-0 Pre-Design Programming,&Concepts 33.2 wits Mon 6/1/20 Tue 1/19/21 I
..... ......,..... .. ........ I
21 Task A Review of Existing Documents and Conditions 2 wks Mon 6/1/20 Fri 6/12/20
r 3 i Task B:Work Plan,Cost Plan,and Project Schedule 2 wks iMon 6/1520 Fri 6/26/20 2 .Ft;
r4( Task C:Council Kickoff Meeting 0 wks Tue 7/7/20 'Tue 7/7/20 i 72
5 1 Task C Programming and Space Needs 4wks Mon 6/29/20 Fri 7/24/20 3
i 6 1 Task C:Programming Clie t R vie 2 wks Mon 7/2720 !Fri 8/720 j5. Ill
_.: ........ .... ..... .... .... ......... ...._...._ ... ... i
7 I Task D.Building and Site Concept Design Alternatives B wks ',Mon 8/10/20 1Fri 10/2/20 6 c.�' . {
8 1 Task D:Concept Designs ROM Cost Estimates 4 wks ;Mon 10/5/20 rFri 10/30/20 7
9 1 .. .... ... _.. .1..1. ......_.. 1
Task D w Concept Designs Client Review,. 8wks Mon 10/5/20 Fri 11/27/20 17 --
110 Task E.Holidays 2 wks Mon 12/21/20 Fri 1/1/21 ! a 1
11 Task D:Concept Designs Council Presentation 0 wks Tue 1/1921 Tue 1/19/21 i 1/19
1 12 Tasks E-G Design&Construction Documents 84 wits Mon 1/18/21 Orr 8/26/22 I ,
!1 3I Task E Schematic(20 h)Design Documents 7 wks Mon 1/18/21-!Fri 3/5/21 '9F5e7 w
!14I Task E.Schematic Design Cost Estimate 3 wks ,Mon 3/8/21 ,Fri 3/26/21 113 ,
15 1i Task ESchemac Design Client Review 4 wks Mon 3/8/21 Fr4/21 113
•
116 TaskECclmprovmtitCmiin Owk u 3/11/21 1u 3/111 a 311
171 Task E Schematic Design Council Presentation 0 wks Tue 4/621 Tue 4/621 1 4/6
18: Task F:Design Development(40%)Documents 11 wks Mon 4/5/21 Fri 6/18/21 '15
1 191 Task F:Design Development Cost Estimate 3 wks Mon 62121 Fri 7/9/21 18
20 Task F:Design Development Client Review 5 wks Mon 6/21/21 Fri 7/23/21 18
.. .. . . . .. .i . . ..
1.21 Taskk F:Design Development Council Presentation
7/
0 wks Tue 7/20/21 Tue 7/20/21 ♦720
122 TaskG Construction Documents(65%) 8wks Mon72621 Fi9/17/21 20 a: a
.... ._ ..
23 Task G:Construction Documents(65%)Cost Estimate 3 wks Mon 9R021 ,Fri 10/8/21 22
1241 Task G Construction Documents(65%)Client Review 6 wks Mon 9/20/21 ;Fri 10/2921 22
. .. .. .. ... ... ._.
251 Task G Construction Documents(95%) 5 wks ,Mon 11/121 Fri 12/3/21 24
261 Task G Thanksgiving 1 wk Mon 11/22/21 Fri 11/2621
27 Task G Construction Documents(95%)Cost Estimate 5 wks Mon 12/6/21 Fri 1/722 25
128 Task G Construction Documents(95%)Client Review 6wks !Mon 12/6/21 Fr 1/14/22 25
!29 Task G Holidays 2 wks Mon 12/20/21 Fri 12/31/21 0
301 TaskG Construction Documents(100%) 4wks IMon 1/17/22 1Fri 2/11/22 28
131 1 Task G Construction Documents(100%)Cost Estimate 3 wks Mon 2/14/22 Fri 3/4/22 i30
.. . _. .. ... ._.._ 1 ......
321 Taskk G:Construction Documents(100,6)Client Review 4 wks Mon 2/1422 ,Fri 3/11/22 30
_... .._ .. ._. _..
331 Task G Permitting 24 wks IMon 3/1422 Fri 8/26/22 32
34 Tasks G 1 Giant/CM Updates 8/29/22 t
1.35 Grant Scope Authorization 24 wks Mon 8/29/22 Fri 2/10/23 !33 •
136 TaskG Thanksgiving 1 wit IMon 11/21/22,Fri 11/25/22 ' 1
I3J Task G:Holidays 2wks .Mon 12/26/22 Fri 1/6/23 '. PJ
I38 CM Constructability Review 4wks ':Mon 2/13/23 !Fri 3/10/23 35
•
39 Design&Engineering Updates 4wks Mon 2/13/23 .Fri 3/10/23 i3512\
40 Document Coordination 2wks (Mon 3/13/23 'Fr13/24/23 d9 •
. ... _..... .. _ .. .._...._ _ .. ..
41 Permit Revisions 2wks .Mon 3/27/23 :Fri 4/72340
42 Bid Cost Estimate 3 wks Mon 4/10/23 Fri 4/28/23 41
43 TaskH Bidding • 26wks Mon 6/123 Fr1102723 i; I
s.. tit .. ......... n5 ....._...
44 Task H:Council Authorization to Bid 10 wks Mon 5/1/23 Fri7/7/23 42
45 Task H:Bidding 8wks Mon 7/10/23 Fri 9/1/23 44ffi
46 I Task H:Bid Result Review 4 wks Mon 9/4/23 Fri 9/29/23 45
47 Task H:Council Award of Contract 4 wks Mon 10/223 Fri 102723 46
48 I Task I:Construction .... _ 84 wks Mon 10/3023 Fri 6/625
491 Task I:Contract Execution&Mobiliza[on 4 wks Mon 10/30/23 Fri 11/24/23 47 1
50 1 Task I:Construction Administration Support 72wks Mon 11/27/23 Fri4/11/25 • 49
51 Task k Commissioning 4 wks Mon 4/1425 Fri 5/925 50 ini
j-5.21. Task I:Owner Move In 4 wks Mon 5/1225 Fri 6/6/25 51
53 1Grand Opening Owks F i 6/6/25 Fri 6/6/25 52 0 6/6
I54 i
CEOA 28wks Mon9/21/20 Fn4/2/21
1 i
CAMPBELL LIBRARY IMPROVEMENTS Page 1 IAYSON ARCHITECTURE
50 29TH STREET
SAN FRANCISCO CA 94110
April 21st,2020
CAMP :a ELL LIBRARY IMPROVEMENTS
ARCHITECTURE
EXHIBIT A02: FEE SCHEDULE
' 50 29'' Street
San Francisco CA 94110
jaysonarch.corn
MEASURE 0- , - LL
CAMPBELLLIBRARYIMPROVEMENTS �� a Y
DESIGN SERVICES u' r ae x
Vf fit
mI ,,. �;. �- 05 H r ,Oe ..
Z y,_ W LL a 1 1 1
W
W D Q y Zi
� ogy gS o i � z"� - S. z o-
$ di W = N,,. H ?' Z 7 N Q, ,;Z.c` F
�, E. � W Wo ooat
_..._._,_::0! a - of t: _ C G wo m ''. o es 1-
,,-
Architectural Services JAYSON $11,200 $89,300 $150,150 $204,750 $295,900 $53,900 $215,200, $1,020,400
Structural Engineering BASE $792 $1,386 $8,756 $13,244 $19,822 $2,222 $11,022 $57,244
Mechanical/Plumbing Engineering ALTER $836 $1,375 $8,844 $17,732 $26,444 $2,035 $17,556 $74,822
Electrical Engineering RIJA $814 $1,353 $4,477 $8,899 $13,178 $2,167 $8,899 $39,787,
Landscape Architect JUA $0 $2,585 $11,105 $12,348 $22,913 $2,761 $12,161, $63,873
Civil Engineering BKF $2,022 $4,132 $6,614 $7,305 $31,550 $2,838 $11,576 $66,037
Cost Estimating MACKS $2,640 $8,349 $8,734 $15,059 $28,083 $0 $0 $62,865
Geotechnical Engineering CLEARY $0 $17,798 $0 $0 $0 $0 $0 $17,798
Interiors/FF&E JAYSON $0 $0 $6,050 $9,980 $24,200 $6,050 '$17,775` $64,055
Lighting RIJA $0 $0 $2,266 $2,266 $4,587 $0 $2,266 $11,385
Low Voltage(Tel/Sec/AV) RIJA $0 $0 $3,223 $3,223 $6,589 $0 $3,223 $16,258
Basic Commissioning RED CAR $0 $0 $0 $4,477 $8,751 $0 $13,228 $26,456
Graphics&Signage JAYSON $0 $0 $2,015 $5,950 $7,920 $0 $4,030 $19,915
Record Drawings JAYSON $0 $0 $0 $0 $0 $0 $9,980 $9,980
Sprinkler Engineering HYT $0 $0 $704 $2,525 $6,336 $0 $3,179 $12,744
Fire Alarm Design HYT $0 $0 $704 $1,408 $4,125 $0 $2,354 $8,591
LSubtotal _ . - $18,304�;$126,278 °$213,642 $309,166 $500,398 $71,973^ $332,449 °$1,572;210:
Reimbursable Expense Allowance $500 $500 $1,000 $1,000 $4,000 $1,000 $4,000 $12,000
Additional Services Allowance $120,000
(Total. $1704,2`10
Note: 10%subconsultant markup included above.
PAGE 2 OF 5
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April 21 st,2020 JAYS'"-1.-.
• CAMPBELL LIBRARY IIVIPROVEMENTS 'ARCHITECTURE
EXHI ;AT A.4: SCHEDULE
SO 29°'Street
San Francisco CA 94110
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1. TasT A:Reviev,,of Existing Documents and Conditions 13. Task G:Construction Documents(65%;Client Review
2. Task 15:Work Plan,Cost Plan,and Project Schedule 14. Task Ci:Construction Documents I.):5‘t.:4 •
3. I ask C:.Programming and Space Needs 15. Task G:Construction Documents t955s1•Cost Estimate
4. Task D: Building and Site Concept Design Alternatives 16. Task G:Construction Documents I95'?al Client Review
5. Task E:Schematic(20%1 Design Documents 17. Task G:Construction Documents l I 004::.)
6, Task E:Schematic Design Cost Estimate 18. Task G:Construction Documents(100lTld Cost Estimate
7. task E:Schematic Design Client Review 19. Task G:Construction Documents 0005Th Client Review
8. task r: Design Development(40‘t..)Documents 20. Task G:Permitting
•
9. Task F: Design Development Cost Estimate 21. Task hi:Bid/Award Support
10. Tusk F: Design DeVeftlpfilent Client Review 22. Task I:Construction Administration Support
11. Task G:(mist ru CtiOn Documents(55%) . 23. Task I:Commissioning 8.Move In
12. Task G:Construction Documents 1654t.T Cost Estimate 24. Project Completion
•• All durations shown in weeks .
' • Working Project Schedule to be prepared in Microsoft Project in Gantt Chart Format
PAGE 5 OF 5
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