HomeMy WebLinkAbout8.2 FireStationPrototypeFile # 600-40
AGENDA STATEMENT
CZTY COUNCZL MEETZNG DATE: November 2, 1999
SUBJECT:
ATTACHMENTS:
RECOMMENDATION:
Cost Sharing for Consultant Services for Fire Station Prototype
Report prepared by: Herma Lichtenstein, Park. v & Facilities
Development Manager
1. Joint Powers Agreement
2. Consultant Services Agreement
3. Resolution
4. Consultant Selection Process Material
1. Approve Cost Sharing of Consultant Services and authorize Mayor
to execute same ..
FINANCIAL STATEMENT:
The City's proposed share of the cost for services is $22,771.67
Sufficient funds are available to execute Agreement
DESCRIPTION: ~)o; May 28,1999, the Cities of San Leandro and Dublin and the
County of Alameda issued a Request Qualifications for the design of a fire station prototype to be used
for new fire stations.' The City of San Leandro Received fifty-six qualifications packages. Fifty firms
were eliminated due to the lack of fire station experience. In June of 1999 Request for Proposals were
issued to the six remaining firms. Four finalists were invited to give presentations and go through a
formal interview process. Don Dommer Associates was selected based on their level of experience
working with fire station program planning and prototype development. Additionally, the firm is based in
Oakland, with existing prototype fire stations within Alameda County.
The City of Dublin will be represented on the project on the Prototype Executive Committee. The
committee includes members from the City of San Leandro, Alameda COunty, representatives of the Fire
department and Emergency Medical Technicians. The Committee will meet twice a month to provide
input and receive updates from the design team.
Consultant Services Agreement
The proposed Consultant Services Agreement entered' into with Don Domrner Architects and the City of
San Leandro has been reviewed and approved by the City Attorney and is shown in Attachment A. A
summary of the scope of work under the Agreement, by phase, as well as the proposed fee and schedule is
shown below.
COPIES TO:
BSA Architects
ITEM NO.
PHASE SCOPE FEE SCHKDULE
One Start Up: $ 1,318 August 1999
Initial meeting with project team, conf'trmation of project
goals and objectives, establish project protocols and review
Three
Four
Data Collection: $ 4,491
The design team reviews all pertinent documents, codes,
and standards. Team begins interviews to collect
information on personnel requirements, functional and
spatial relationships and general use procedures.
Programming &Data Analysis: $ 6,669
The design team will analyze the data, prepare a needs
assessment and program document, identify goals and
objectives, a summary of spatial areas and a detailed room
by room activity program
Five Design Alternatives and Review: $ 9,858 November 1999
The cities will furnish the design team with actual sites to
prepare prototypical site plans including site dimensions
and grades. Using the program requirements the consultant
will develop up to eight conceptual site and building
layouts. The conceptual designs will have accompanying
cost estimates.
Schematic Prototypes: $
Based on preferred design alternatives the design team will
prepare schematic level designs for four prototypes. Cost
estimates will be prepared. Schematic documents will
include plans, elevations, and renderings.
Final Report: $ 9,748
The design team will give a presentation of their findings to
the executive committee. The team will prepare a final
report of all of the criteria and design recommendations.
The design team will furnish all Cities with copies of the
final report.
Total Fees & Including Reimbursable $
Six 36,230
Sever
6&315
August-September 1999
SeptemberOctober 1999
November-December 1999
December 1999-January 2000
Joint Powers A~reement
The City Attorney has prepared a Joint Powers Agreement based on the above scope of services and the
Consultant Services Agreement entered into by the City of San Leandro. The County and The City of San
Leandro have reviewed and commented on the Joint Powers Agreement and are prepared to enter into the
agreement.
Recommendation:
There are adequate funds in the Fiscal Year 1999-2000 Budget and Five-Year Capital Improvement Program
to proceed with the work outlined in the scope of services submitted by the Don Dommer Architects and
agreed upon by City Staff. Therefore, Staff recommends that the City Council take the following action:
Staff recommends that Council approve the Joint Powers Agreement outlining the cost sharing
arrangement with the City of San Leandro and the County of Alameda for Fire Station Prototype and
authorize the Mayor to execute same,
JOINT EXERCISE OF POWERS AGREEMENT PERTAINING TO
THE DESIGN OF A FIRE STATION PROTOTYPE BY AND BETWEEN
THE ALAMEDA COUNTY FIRE DEPARTMENT, THE CITY OF SAN LEANDRO
AND THE CITY OF DUBLIN
This JOINT EXERCISE OF POWERS AGREEMENT (the "Agreement") is entered into this __ day
of ,1999 (the "Effective Date") between the Alameda County Fire Department, a political
subdivision of the State of California, the City of San Leandro ("San Leandro"), a municipal corporation duly
organized and existing under the laws of the State of California, and the City of Dublin ("Dublin"), a municipal
corporation duly organized and existing under the laws of the State of Califomia. The City of Dublin, the City
of San Leandro, and the Alameda County Fire Department may be referred to collectively as the "Parties."
RECITALS
This Agreement is based on the following facts and circumstances:
The City of Dublin and the City of San Leandro both contract with the Alameda County Fire
Department to provide fire services throughout the respective jurisdictions.
The City of San Leandro has, within the last two years, gone through a "RFP" selection
process to secure the services of an architect to design a fire station prototype and to prepare
plans and specifications therefore.
C,
It is in the public's interest to share costs of design of a fire station prototype and preparation
of plans and specifications in order to reduce the costs for all three public entities.
The primary purpose of this Agreement is to share the costs of design and preparation of
plans and specifications of a fire station prototype that may be utilized by all three parties
thereby, offering a substantial savings to the citizens and taxpayers of each entity.
NOW, THEREFORE, the parties agree:
Section 1. Parties.
The parties to t~is Agreement are the Cities of Dublin and San Leandro and the Alameda County Fire
Department.
Section 2. Recitals.
The forgoing Recitals are true and correct and are made a part hereof.
Section 3. Definitions.
Fire Station Prototype Agreement
-1-
ATTACHMENT 1
"Consultant" refers to Don Dommer Associates.
"Lead Agency" refers to the City of San Leandro in its role of executing and
administrating the contract with Consultant.
"Legislative Bodies" means the City Councils or elected representatives of
the Parties.
Section 4. No separate entity is beincl created.
The parties do not intend to create a separate public agency through this agreement and no provision
of this agreement should be so construed.
Section 5.
Administration of Aqreement.
(a) The administration of the activities called for in this agreement is delegated to and vested in an
Administrative Committee. The Administrative Committee shall be comprised of three members, one City
Manager (or City Manager's designee) from each of the cities and the Alameda County Fire Chief (or Fire
Chief's Designee), each of whom shall have one (1) vote, for a total of three (3) votes. Unless otherwise
provided in this Agreement the affirmative vote of the majority of those present and qualified shall effect
adoption of any motion, resolution, order, or action the Committee deems appropriate.
(b) The location of the principal office of the Committee shall be as determined by the Committee.
The Committee has full power and authority to determine the initial location of its prindpal office and to change
such location from time to time, so long as the principal office remains within the corporate boundaries of one
of the Parties.
(c) The Committee shall meet at its principal office or at such other place as may be designated by
the Committee.
(d) The Committee may adopt rules and regulations for the conduct of its affairs that are not in conflict
with this Agreement.
(e) San Leandro shall be responsible for administrative services. Administrative services include
general accounting of funds received and disbursed, preparation of invoices to all Parties, preparation of
documents relative to any grant program, and such other functions as may be required by this Agreement or
the provisions of the Joint Exercise of Powers Act or any other law.
(f) The Administrative Committee is authorized and directed, on behalf of all Parties, to perform all
acts necessary or desirable to execute and administer this Agreement including, but not limited to the adoption
of criteria and standards for the design of the Fire Station Prototype.
Section 6. Obligations of the Parties.
(a) Initial Contract for Prototype, The City of San Leandro shall contract with Consultant hereto within
the maximum price of $68,315 and the City of Dublin and the Alameda County Fire Department shall each
contribute one-third share as reimbursement of their proportionate shares of the cost of such Prototype.
Payments are to be submitted to the City of San Leandro upon submission of a bill to the Parties.
Fire Station Prototype Agreement -2-
~ c('U
(b) Proportionate Share Adjustment. Each party may be required to share in the costs of Consultanrs
reimbursable expenses in an amount not to exceed $1,943.00. Any reimbursable expenses submitted by
Consultant will be divided equally in three ways amongst the parties.
(c) Withdrawal of Party. In the event of withdrawal of any party prior to the submission of the final
Prototype, that party hereby waives any right it may have to any interest in the final Prototype design, plans
and specifications purchased pursuant to this agreement. The withdrawing party shall be responsible for and
shall pay on demand its pro rata share of all costs incurred to the date of termination.
(d) Additional Desiqn Amenities and Particularized Specifications. Each party will be responsible for
any additional design amenities or particularized specifications above and beyond the original bid proposal that
is specifically requested by an individual party.
Section 7. Opportunity to Review Draft Prototype Design
Each party will be provided an opportunity to review the draft Prototype Design prior to Consultant's
submission of the final Prototype.
Section 8. Time of Payment.
Each Party shall remit its one-third share to the Lead Agency on a monthly basis in accordance with
the payment schedule set forth in Consultant's contract attach'ed as Exhibit A. Each party shall remit payment
to the City of San Leandro for Consultant's services to date upon execution of this Agreement.
Section 9. Construction of the Improvements.
Each Party shall be solely responsible for the construction of any fire station utilizing the plans and
specifications from the Fire Station Prototype within its respective jurisdiction. Nothing in this Agreement shall
be construed to obligate any Party to construct the Fire Station Prototype outside the boundaries of its own
jurisdiction.
Section 10. Amendments.
This Agreement may be amended at any time by an amendment mutually executed by the Parties.
Such amendments shall be approved by their legislative bodies.
Section 11. Indemnification and Hold Harmless.
This Agreement is not intended to affect the legal liability of any party to the Agreement by imposing
any standard of care other than the standard of care imposed by law.
(a) It is understood and agreed that neither the City of Dublin nor its officers or employees, is
responsible for any damage or liability occurring by reason of anything that the City of San Leandro or the
Alameda County Fire Department or their respective officers or employees, does or fails to do under or in
connection with any work, authority or jurisdiction delegated to the City of San Leandro and the Alameda
County Fire Department under this Agreement. It is also understood and agreed that, pursuant to
Government Code Section 895.4, the City of San Leandro and the Alameda County Fire Department shall fully
Fire Station Prototype Agreement -3-
indemnify and hold harmless the City of Dublin from any damage or liability occurring by reason of anything
done or omitted to be done by the City of San Leandro or the Alameda County Fire Department or their
respective officers or employees, under or in connection with any work, authority or jurisdiction delegated to
the City of San Leandro or the Alameda County Fire Department under this Agreement. Said indemnity shall
include, but is not limited to, all reasonable costs and attorneys' fees incurred in defense of any and all claims
covered by this provision.
(b) It is understood and agreed, further, that neither the City of San Leandro, nor its officers or
employees, is responsible for any damage or liability occurring by reason of anything the City of Dublin or the
Alameda County Fire Department or their respective officers of employees does or fails to do under or in
connection with any work, authority or jurisdiction delegated to the City of Dublin and the Alameda County Fire
Department under this Agreement. It is also understood and agreed that, pursuant to Government Code
Section 895.4, the City of Dublin and the Alameda County Fire Department shall fully indemnify and hold
harmless the City of San Leandro from any damage or liability occurring by reason of anything done or omitted
to be done by the City of Dublin or the Alameda County Fire Department or their respective officers or
employees, under or in connection with any work, authority or jurisdiction delegated to the City of Dublin or the
Alameda County Fire Department under this Agreement. Said indemnity shall include, but is not limited to,
all reasonable costs and attorneys' fees incurred in defense of any and all claims covered by this provision.
(c) It is understood and agreed, finally, that neither the Alameda County Fire Department, nor its
officers or employees, is responsible for any damage or liability occurring by reason of anything the City of
Dublin or the City of San Leandro or their respective officers of employees does or fails to do under or in
connection with any work, authority or jurisdiction delegated to the City of Dublin and the City of San Leandro
under this Agreement. It is also understood and agreed that, pursuant to Government Code Section 895.4,
the City of Dublin and the City of San Leandro shall fully indemnify and hold harmless the Alameda County
Fire Department from any damage or liability occurring by reason of anything done or omitted to be done by
the City of Dublin or the City of San Leandro or their respective officers or employees, under or in connection
with any work, authority or jurisdiction delegated to the City of Dublin or the City of San Leandro under this
Agreement. Said indemnity shall include, but is not limited to, all reasonable costs and attorneys' fees incurred
in defense of any and all claims covered by this provision.
(d) Bindina Arbitration of DisDutes Conceminq Duties to Indemnify. In the event of any dispute among
the Member Agencies involving their duties to indemnify under this agreement, the parties hereto agree to
submit such a dispute to arbitration before an alternative dispute resolution referee with qualifications similar
to those individuals affiliated with the organization known as JAMS/Endispute (J.A.M.S.). The individual
referee who shall preside over any such dispute shall be selected by mutual consent of all parties. In the event
that the parties cannot agree, then the referee shall be whomsoever J.A.M.S. shall appoint for the procedure.
The parties agree that the decision rendered by any referee shall be final and binding, and that there shall be
no right of appeal therefrom.
(e) The parties agree to share equally any advance payment of fees required in order to secure the
services of any referee appointed hereunder. Upon the rendition by the referee of his decision, the referee
shall declare one party to be the prevailing party. Thereafter, the prevailing party may recover from the losing
parties all expenses previously advanced, in addition to other relief to which it may be entitled.
Section 12. Insurance,
For the design of the Fire Station' Prototype, the Parties to this Agreement shall cause all contract
Fire Station Prototype Agreement -4-
documents for such work to include provisions requiring the Consultant: (1) to name all Parties to this
Agreement and their officers, agents, and employees as additional insureds under any insurance provided by
the Consultant; (2) to provide to all Parties to this Agreement a certificate or certificates of insurance
evidencing such coverage and to provided at least 30 days' written notice of lapse, cancellation, or other
termination of coverage; and (3) to promise to defend, indemnify, including for attorneys' fees and costs, save,
and hold harmless Parties to this Agreement and their officers, agents, and employees from any loss, damage,
injury, death, claim, or demand connected in any way with the work or services performed by the Consultant,
the Consultant's subcontractors, or anyone under the Consultant's direction or control.
Section 13. Term of Agreement.
With the exception of Section 19 (Indemnification and Hold Harmless), which shall remain in effect in
perpetuity, this Agreement shall remain in effect from the Effective Date in the opening paragraph until
submission and acceptance of a final Prototype Design.
Section 14. Sole Aareement.
This Agreement is the sole agreement on the subject matters of this Agreement between the Parties.
Section 15. Powers.
The powers of this Agreement shall be exercised subject. to the restrictions upon the exercising of
such powers by the Department, as provided in Section 6509 of the Government Code.
Section 16. Accountability
As required by Section 6505 of the Government Code, the Parties shall provide strict accountability
of all funds disbursed under this Agreement.
Section 17. Siqnatures.
This Agreement may be signed in counterparts and the signature pages attached to form a complete
document. ·
Section 18. Exhibits.
The following exhibit is included in this Agreement:
Exhibit A - Contract between City of San Leandro and Don Dommer Associates for design of
a fire station prototype.
Fire Station Prototype Agreement
-5-
APPROVED BY:
ALAMEDA COUNTY FIRE DEPARTMENT
APPROVED BY:
CITY OF SAN LEANDRO
By:
Purchasing Agent
Attest:
By:
City Manager
Attest:
Clerk of the Board of Supervisors
Approved as to Form
City Clerk
Approved as to Form
County Counsel
City Attorney
CITY OF DUBLIN
By:
Mayor
Attest:
City Clerk
Approved as to form:
City Attorney
J:\WPD~ATTY~,BSC~DubJEPA.wpd
CONSULTANT SERVICES AGREEMENT
ATTACHMENT 2
SEP-28-99 TUE 03:15 PH RLhHEDB OOUNTY FIRE F~X NO, 5106183445
P, O2
STANDARD
CONTRACTUAL SERVICES AOREEMENT .
THIS AOREEMENT is made at S~ Le~dro, Califomi~ ~ ofAugust~ 1999 by and
between the CITY OF SAN LEANDRO, a municipal corporation CCity"), and Don Dommcr
Associates, ("Contractor") who aS-roe a= folIows:
I, SERVICES. Subject to the terms m~d conditions set forth in this Agreement,
Contractor shall provide to CiTy the services described in Exhibit A. Contractor shall provide
said sen, ices at the time, place and in the manner specified in Ex.h.ibit A.
2. .P.A~_fiV~ENT. City shall pay Contractor for s:rviccs rc/~dered pursuant t0 this
Agreement at the time and in the manner set forth ~n Exhibit B. The payments ~pecified in
Exhibit B shall be the only payments to be made to Contractor for services rendered pursuit to
this Agreement. Cent-actor shall submit all billings for said services to City in the manner
speci~=d in Exhibit B; or, if no rn-amer be specified in Exhibit B, then according to the usual and
customar,y procedures and practices which Contractor uses for billing clients similar to Cit-y.
3. FACILITIES AND EQUIPMENT. Except as set forth in Exhibit C, Contractor
shall, at its sole cost and expense, furnish all facilities and equipment which may be required for
furnishing services pursuant to this Agreement. City Shall furnish to Contractor only the
facilities and equipment listed in Exhibit C according to the tcnns ~nd coriditions szt forth in
Exhibit C.
4.
GENERAL PROVISIONS. The general provisions set forth in Exhibit D are
pan of this Agreement. In the event of any inconsistency between said general provisions ~d
an), other term~ or conditions of this Agreement, the, other term or condition shall control insofar
as it is inconsistent with the general provisions.
~tanctarcl Gong-actual S."rvices Agrem'nent
Page I of 2
Alameda County Fire Station Prototype Study
SEP-28-99 TUE 03:i8 PM ALfiMEDA COUNTY FIRE FRX NO. 5108183445
5. EXHIBITS. All exhibits referred to herein are attached hereto and are by this
reference iGcorporamd herein.
6. CONTRACT ADMINISTt~4~TION. This Agreement shall be administered by
Keith R. Cooke, Associate Engineer CAdmirdgtrator"). All correspondence shall bc directed to
or through the Administrator or his or her desi gnee.
7. NOTICES, Any written notice to Contractor shall be sent to: Don Dommer
Don Doramet Associates, 1144 65m Strut. t, Oakland, CA 94608.
Any written not~ce to City ~hall be sent
Keith 1L Cooke, Associate Engineer, Engineering and Transportation Department, City of San
Leandro, 835 East I4'h Street, San Leandro, CA 94577.
'Exccmcd ~s ofth~ day first above stated:
CITY OF S.~'q LEANDRO, a municipal
corporation
Gayle P:tersen, City Clerk
By: John J. jermanis, City, Manager
Approvsd as to Form:
Steven R. Meyers, City Attorney
Approved as to Budget Authority:
By: "Contractor"
Tim I-tansen, Finance DirecTor
Account ~: 215-28-111-5240
O3
Standard ContraCtual Services Agreement
Page 2 of 2
Alameda County Fire Station Prototype Study
SEP-28-99 TUE 03:16 P~
COUNTY FIRE FAX NO. 5106183445
P. 04
Consultant pre.~ents flnd{ugs and recommendations to county ~,nd city, ofl~c]als.
Consultant submits electronic media using MS Word.97, MS Excel97 and AutoCAD
R. t4 for delivered documents.
3.0 PROJECT STAFF
We will furnish the follov,,ing consultants and staff members. We agree that any changes in
firms and staff requires a contract amendment.
· Don Donm'xcr Associates (prlmc contractor & arckitect)-D on Dommcr, Jose Cool Ira,
.Tustine Staneko, Marl Minamide and John Barton
· Interactive P,.csourceg (civil engineer)-R.obert McPe~.
· Dillingham Associates (landscape architect)-Reed Dillingham
· Carona Engineers (structural engineers)-Debo Sodipo
· Higash Assbc iates (mechanical engineers)-Glen Higashoika
· Belden, Inc. (electrical engineers)-Dennis Hay and Arturo Salud
· Saylot Consulting Group (cost estimaUng)-Mike K_fitscher
Exhibit A
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Alameda County Fire Stadon Promrype Study
TUE
03:17
PM ~LnMEDn OOUNTY FIRE
F~X NO. 5106183445
EXItlB1T A
SCOPE OF SERVICES
ALAMEDA COUNTY
FIRE STATION PROTOTYPE STUDY
P. 05
1,0 PROJECT DESCRIPTION
This project consists of developing a Needs Assessment and Program, and four Prototype
Designs for Fire Stations. It will meet the si/nilar needs of Alameda County Firs
Department, the City of San Leandro, and the City of Dublln, as well as ourrent Building
Code and Essential Facilities requirements. Each of the four prototypes will be developed to
the level of Schematic Design and cost estimated.
The four prototype designs to be developed are for a single story station and m,o story
design, each adapted for proto.typ~ site with wide street frontage and shallow site depth, and
natroy,, ~treet frontage and deep depth. We consider any site less than 125 feet wide, to be
"narrow", and any site less than 150 feet deep, to be "shallow", assuming a 25 foot front set
back and drive through, double bays. We will al.~o develop two different architectural
characters; one residential and one industrial.
The Architect shall provide Schematic Design Documents based on the approvcd program.
The documents shall establish the conceptual design of the Project ilIustrating the scale and
relationship of the Project components. The Schematic Design Documents shall include a
conceptual site plan, if appropriate, and preliminary building plans, sections and elevations.
The Schematic Design Documents shalI include conceptual perspective sketches.
Preliminary selections of major building systems and construction materials ~halI b: noted on
the drawings and described in writing. Engineering $ystem~ (structural, eleeu-lcal and
mechanical) shall be described in writing. Final floor plans shall be developed and delivered
using CAD (AutoCAD R14). Other types of drawings wiI1 be developed by hand.
2.0 SUMMA. RY OF METHODS AND TASKS
2. I
Start-Up
· Consultant team schedules a startup meeting with county and city representative-,:.
The purpose of this meeting is to review the objectives, schedule, budget. methods of
data collection and analysis, and refine the issues to be addressed by this study,
· Idemify. approving governmental agencics for a pubS~f-e;t-y-buficling.
· Conrailant t~am writes up the minutes of the start-up meeting (and all subsequent
meetings), documenting project goals, objectives, scheduling, budget and procedures
and methods, and dlstributes minutes to ~ounty and city representatives for review
and comments. Relevant informal meetings or telephone calls as welt will bc
documented.
~xhibit A'
Pag~ 1 of 4
Alameda County Fire Station Prototype Study
SEP-28-99 TUE 03:17 Pfi BL EDB OOUNTY FIRE FAX NO. 5106183445
2.3
2.4
2.2
Consultant team provides county and city representatives with up to ten (10) copies of
meeting minutes Dad r~viscd data collection and anaiy~is format in an orga.n.ized
project binder.
D~,ta Collection
· Consultant team develops and implements data collection techniques, as established
during the startup meeting. Techniques are especially designed to elicit from users
and other key county and city personnel appropriate adj acency, functional and spatial
rcquizcments and other design criteria for programming the new facility. Possible
techniques include structured and open-ended intervi~w~ adminls~ered to individuals
and/or ~oup~.
· Team reviews any cxisting pertinent informsHen and standards provided to them by
the County and Cities.
Team documents relevant building codes, requirements of the American Disability
Act and planning agencies (San Leantire, Dublin and Alameda County).
Team meets with county and city representatives and/or key personnel up to four
times as needed including the Executive Committee to gather all pertinent data.
Dctivcrables azc data collection meetings and interviews a.s additions to project
binder.
Data Analysis And Programming
· Consultant team analyzes and interprets. data gathered, Based on findings, team
d=velops needs ~sessment and program. The information v,41t be developed with
four sections. The f=st is overall goals, objective statement and process; the second is
a set of general notations of desired qualities or ~lements; the third is a sm'nrnary of
spatial areas; and the last is a derailed, room-by-rOom activity program with
at'~emafive's. This v,~II bc submiued to th~ county and city repres:mafiv:s for review.
An appendix will be added with meeting notes (Deliverable),
· Consultant team develops s gys~ernatic method for evalu~tlng the Needs Assessment
and Program. Memorandum describing its development will b*.. included with results.
· Tour and evaluate several recently built or remodeled f~re stations of similar size and
scope.
· Consultant provides county and city repres:ntatlves an agreed upon number of copies
of-the findings or da.m analysis, program altematives and a listin~ of code
requirements for their review.
- Team, county and city rcpr~sentatlv:~ :vahw. t: proSram to establish the final
program, wlth eontlngencies if needed (Deliverable).
o Team meets with county and city representatives and/or key personnel approxh-'nately
two (2) times to discuss findings and evaluate proposed programs. Focus ~roups may
be used to resolve controversial programmatic issues should any arise.
Design Alternatives And Building Technology
· City will furnish the team with actual or protorypical sites, including site dimensions
and g-ca:des, for conceptual ~tudic~ etnd ~chematics.
Exhibit A
PaSt 2 of 4
Alameda Count-y Fire Station Prototype Study
SEP-28-99 TUE 03;]8 Pfi OOUNTY FIRE NO. 5106183445
P. 07
2.5
2.6
· Consultant team uses program requirements to develop up to eight appropriate
conceptual schemes of possible site and building layores (including a single and two
story design adapted for sites with wide street frontage and ~hallow depth and narrow
street frontage a~nd dccp depth). Conceptual diagrammatic schemes serve to test
programmade space requirements ~gainst the available space as weIl as suggesting
possible alternative arrangements.
, Cn~t nsfim~tnr prypares a conceptual cost e~timate for the alternative schemee, booed
on square footage (Deliverable).
· County and city representatives evaluate alternative schemes, using a well-established
method of evaluation. (Deliverable).
· Four final design schemes are selected for the designated sites to be developed ~ the
prototypes.
- Team meets with the county and city representatives once or twice for evaluation
purposes.
Schematics For Prototypes
· Team develops and prepares Schematle Design Documents based on the. selected
conceptual designs and the approved program. The documents shall establish the
conceptual design of the Project illustrating the scale and relationship of the Project
components. The Schematic Design Documenm shall include a conceptual site plan,
if appropriate, and preliminary building plans, s~ctions and clevatlons. The Schematic
Design Documents shall include conceptual perspective sketches. PreliminaO'
selections of racier building systems and consu'uctlon materials shall be noted on the
drawings and described in writing. Engineering systems (structural, electrleal and
mechanical) shah be described in writing. Final floor plans shall be developed and
- delivered using CAD (AutoCAD K14).
· Cost estimator prepares an estimate for the four prototype designs.
· The protot.vpes will be reviewed up to Bye (2) times with staff.
· Team drafts final report, which includes, at minimum:
recap of Alameda County Fire Station Design Requirements
an executive summon, of the methods
a discussion of major is~ue~ to consider in siting and designing a fire station
a room-by-room prototype program and space requirements
- prototype schematic documents including written descriptions, cost estimate of each,
plans, elevations and rendering, and sketch alternatives exploring site and rrdnor
proZj'am variations
evaluations by the county and city representatives and the team of each proposed
design scheme; evaluation method and criteria for selection of "optimal"
resolution(s), and recommendations
.. Consultant ~ubmit= for review a draft of final report to the county and city
representatives, providing up to 10 copies (Deliverable).
Final Report
· Team makes any necessary revisions to draft.and produces final report (Deliverable).
· Team submits ~naI report, providing up to 10 copies, to county and city
representatives.
Ey. hiblt A
"' Page 3 of 4
Alameda County Fire Station Prototype Study
03:19 PM BL~MED~ COUNTY FIRE FAX NO. SlOB18344B
U~
\~
· Consultant presents findings and recormnendat~ons to county and city officials.
Consultan~ subrnks electronic media using MS Vlord.97, MS Excel97 and AutoCAD
R14 for delivered documents.
3.0 PROJECT STAFF
We will furnish the following consultants and staff members. We a;ee that any changes
firms and shaft requh-es a contract amendment.
" Don Dommcr Associates (prime contractor & arckl tect)-Don Dornmcr, Jose Coclho,
Jugline Staneko, Mari Mindde and John Berton
· Intemctive Resources (civil engineer)-Robert McPeak
Dillingham Associates (landscape architect)-Reed Dfillngharn
· Carona Engineers (structural engineers)-Debo Sodipo
HiEash Associates (mechanical engineers)-Olen Hi gashoika
· Belden, Inc. (electrical engineers)-Dennis Hay and Arturo Salud
· . Saylot Consuking Group (cost estimating)-Mike Kritscher
4-0 PROJECT SCHEDULE
TASK
ELAPgED TIME
2.1 START-UP
1 Weeks
2.2 DATA COLLECTION
2 Weeks
2.3 DATA .4aNALYSIS AND FROGRAMMING
4 Weeks
2.4 DESIGN A_LTEENATIVEE/'BUILDING TECHNOLOGY
2 ~Vee'ks
2.5 SCHEMATICS FOR FOUR PROTOTYPES
5 Weeks
2.6 FIN.IL REPO-RT
2 Weeks
TOTAL ELAPSED TIME
16 Week3
Exhibit A
Page 4 of 4
Alameda County Fire Station Protory, p= Study
SEP-28-99 TUE 03:19 PM COUNTY FIRE
FAX NO. 5106183445
EXHIBIT B
PAYME~7 SCHEDULE
City shall pay Contractor an mount not to exceed the total sum of SIXTY EIGHT
THOUSAND THR_EE IqUND1LED FIFTEEN DOLLARS AND 00/100 ($ 68,315.00) for
scrvlces m be performed and reimbursable costs incurred pursuant to this Agreement. Contractor
shall submit invoice.% not more often than once a month during the tcrrn oftMs A~eemen!,
based on the cost for services performed and reimbursable costs incurred prior to the invoice
date. Invoices shall contain the following information.
1. Serial identifications of progress bills, i.e., Pro~ess Bill No. 1.
2, The beginning and ending dates of the billing period.
3. A Task Summary containing the original contract amount, the amount of prior
billings, the total due 'this period, the balance available and the percenm_~e of
completion.
4. For each work item in each task, a copy of the applicable time sheets shall be
submi~ed showing the name of the person doing the work, the hours spent by
each person, n brief description of the work, and each reimbursable expense.
City shall make monthly payments, based on such invoices, for services satisfactorily
performed, ~md for authorized reimbursable costs incurred.
City shall pay the last 10% of the total sum due pursuant to this Agreement within forty-
· five (45) days after completion of the services and'submittal to City, if all services due pursuant
to this Agreement have been satisfactorily performed.
2'he total sum stared above shall be the total which City shall pay for ~qe services to be
rendered by Contractor pursuant to this Agreement, City shall not pay any additional sum for
Exhibit B
Pag~ I of 2
Alameda County Fire Station Prototype Study
O9
SEP-28-89 TUE 03:20 P~ ~k~ED~ COUNTY FIRE F~× NO. 510618344S
any expense or cost whatsoever incurred by Contractor in rendering services pursuant lo this
Agreement.
City shall make no payment for any extra, further or additional service pursuant to this
Agreement unless such extra service and the price therefor is agreed to in writing executed by the
City Manager or other designated official of City authorized to obligate City thereto prior to the
time such extra service is rendered and in no event shall such change order exceed twenty-~ye
(25%) of the initial contract price.
Fees for work performed by Contractor on an hourly basis shall not exceed the amounts
-shown on the fee schedule ofhourly billing included as Exhibit B-I.
Rchnbursable expenses are specified on Extfibit B-2, and shall not exceed ONE
TI-IOUS/~_,X'D NTNE HUND1LED FORTY THR_EE DOLLARS 00/I 00 ($1,943.00).
Expenses not listed on Exhibit B-2 are not chargeable to City.
The services to be provided under this Agreement may be terminated without cause at
any point in time in the sole and exclusive discretion of City, In this event, City shall
compensat~ the Contractor for all ouk~tanding costs incurred for work satisfactoHIy completed ~
of the date of v,~it~en notice thereof. Contractor shall maintain adequate logs and timesheets in
order to verify costs incurred to date.
The Contractor is not authorized to perform any services or incur any costs whatsoever
under the ten'as of this A~reemcnt until-rcc.c!pt of a fully executed Purchase Order from the
Finance' Depm-tmen~ of the City of San Leandro.
Exhibit B
Page 2 of ~
Alameda County Fire Station I:h-oto~pe Study
7BIb'9',3
' ' 'HOURLY ItAIES
.!II;SI:IF[,|I~ J RATE
:ARCII|I[Cl
I'r:~et A~dlt~xt .~90
Pr~,~r~mxr
CO51 ESll~.I~.IOR
~;U[[ $1'11
CiVIl. EItG
Prolec~ E~lLqeer
~cl55
LAI'II:)SCAPE ARCII
I
PTOjB;:q L A
STRIICTt.IRAL
'Pnn:~al $135
Projt~ En~hEe~ $1~
Clerir~l
MECHANICAL
Pnn~'~2al
Senor Enidbeer
PrL~l. Enlmeel
!:logiCmet
ELECTItlCAL EHG.
P~ncq:,al $
I~ole~l Engineer
DeBr~ne~
CBdd 1~d~nicim
CleH~I $35
III
DON DOMME~e ASSOCIATES
'WOIII( EI;I~01TI' IIY TA5I;.: FI lIE Sl:.%'flOr( NF, EI)S ,%S.~IC.~.~[~IEN'I', I'IU)(;I~AMMIjN(;, I'!IOTO'F'YI'g AHII VALUATIONS IIE,~ICNS
t I s~Mlr.4jr Z_,I_?,A.AI.j,A.EfiI__I,I:I*IIU'NI J IllflC;RU, II. IINI; t, ' 1.5 lOtIll St'lllc. l~h~llC ~t Flffkt, IIII'ORI
G~T,~ ~r~i.i~ m... vrL~
- . .......
'tl.2b)
31,Jl!
I l 11ISIt;NALI!.IIN.k,!iVI:~
ULNIIIA IION& HI:flEW
$I.].'~j41..L_ S~,l l S i'J.,q ffi l ]1
s; .491 S~,~ $9,Ue
1:211
'~gJ.II
I
I
C.O
,_..)
C=
C::)
,O
0
Sheel ] ~r't 0
TUE 03:21P~ ALAfiEDA OOUNTY FIRE FAX NO. 5106183445
EXHIBIT B - 2
REIMBURSABLE EXPENSES
P. 12
Reimbursable expenses shall consist of those expenses which are listed below. Expenses not
listed hcrcin are not charscable to the City.
2.
4,
Total Cost Reimbursable Experfses:
Mileage to and from project site
Bridge mils
Reproduction costs for plotting, blueprints and reports
Mailing costs
Sl,943.00
Exhibit B-2
Page 1 of 1
Alameda County Fire Station Prototype Study
9EP-28-99 TUE 03:21PH hLBHED~ OOUNTY FIRE
F~X NO. 5106183445
EXHIBIT C
City =hall 'fumlsh physical facilidcs such a~ desks, ~ILng cabinets, and conference space,
as may be re~onably necessar~ for Contrac/or'g use while cormultlng with City employees and
reviewing records ant/the information in possession of City. The location, quantity, and time of
furnishing said physical facilities sh',.dl be in the sole discretion of City. In no event shall City be
obligated to ~z'nish ~ny facility which may involve incurring any direct expense, including, but
not limiting the generalib' of this exclusion, ]ong-dists.nce telephone or other communication
charges, vehicles, and reproduction facilities.
P. 13
iq
Exhibit C
Pa~e l of l
AlzLrncda Counb' Fire Sindan Protob'p~ Study
SEP-28-99
TUE
O3:22
RLRHEDn COUNTY FIRE
FaX NO. 5106183445
P, 14
EXHIBIT D
GENERAL PROVISIONS
1, INDEPENDENT CONTRACTOR. At all times during the term of this Agreement,
Contractor shall be an independent contractor and shall not be an employee of City. City shall
have the fight to control Contractor only inselm, as the results of Contractors scrvlces rendered
pursuant to this Agreement~ however, City shall not have the fight to control the mera'Ls by whleh
Contractor accomplishes services rendered pursuant to this Agreement
2, LICENSES; PERNIITS; ETC. Contractor represents and warrants to City that it has all
licenses, psrmlts, qualifications and approvals of whatsoever nature which are legally required
for Contractor to practice its profession. Contractor represents and win-rants to City that
Contractor shall, at its sole cost and expense, keep in effect at all limes during the term of this
Agreement any licenses, permits, and approvals which are legally required for Conmlcmr to
praetlee its profession. In addition to the foregoink, Contractor ~halI obtain and m~intain during
the term hereera ,,,slld City of Snn Lennclro Business License.
3. TI.ME. Contractor shall devote such time to the performance ofscrvices pursuant to this
Agreemere ~ may be reasonably necessary for satisfactory performance of Contractor's
obligations pursuant to this Agreement.
4. INSURkNCE FdljQUIR.EMENTS. Contractor shall procure and maintain for the
duration of the conh-act "occurrence coverage" insurn.nee against claims for injuries to persons or
damages to property which may arise from or in connection with the performance of the work
hereunder by the Contractor, its agents, representatives, employees or subcontractors. The cost
of such insaanze shall be included in the Contractor's bid.
(a) Minimum...Scope of Insurance. Coverage shall be at least as broad as:
Insurmnce Services Office form number GL 0002 (Ed. 1/73) covering
comprehensive General Liability and Insurance Services Office form
numbsr GL 0404 covering Broad Form Comprehensive General Liability;
or Insurance Sen,ices Office Commercial General Liability coverage
("occurrence" form CG 0001.)
insurance Sen, iCes Office form number CA 000l (Ed. 1/78) covering
Amomobile Liability, code I "any auto", Code S "hked auto", Code 9
"non-o d" auto as
wne appropriate and endorsement CA 0025.
Workers' Compensation Insuranc¢ as required by ~c Labor Cod= of the
State of California and Employers Liability Insurance,
Exhibit D
Page I of'6
Alameda County Fire Station Prototype Study
gEP-28.gO TUE 0g:22 Pll fiLfiHEDh COUI, ITY FIRE F~X I, I0. 6106122446
E~l~ibff D
C~)
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
General Liability: $1,000,000 combined single limit per occurrence for
bodily injury, personal injury and property damage. If commercial
General l, iability Insurance or other form with a general aggregat~ limit is
used, either the general aggregate limit shall apply separately to this
projecfflocation or the general aggregate limit sh'alI be twice the required
occurrence limit.
Automobile Liability: $1,000,000 combined single limit per accident for
bodily injury and property damage.
Workers' Compensation and Employers Liability: Workers'
Compensation limits as required by the Labor Code of the State of
California and Employers Liability limits of $1,000,000 per aecldent.
(c) Deductibles and Self-Insured Retentions. Any deductibles or self-insured
- retentions must be declared to and approved by the City...At the option of the Ci~, either
the insurer flail reduce or eliminate such deductibles or self-insured retentions as
respects the City, its officers, officials and employees; or the Contractor shall procure a
bond guardhitting payment of loss=s and related investigations, claim ad.ministration and
defense expenses.
(d) Other Insurance Provisions. The policies are to contain, or be endorsed to
contain, the following provisions:
1. General Liability and Automobile Liability Coverages,.
The City, its officers, officials, employees and volumeors are to be
covered as insurcds as respects: liability arising out of activities
performed by or on behalf of the Cone'actor; products and
completed operations of the Contractor, premises owned, occupied
or used by the Contractor, or automobiles owned, leased, hired or
borrowed by the Contractor. The coverage shall contain no special
limitations on the scope of the protection afforded to the City, its
officers, officials, employees or volunteers.
The ContreetoPs insurance coverage shall be primary insurance as
respects the City, ks officers, officials, employees and volunte:rs.
Any insurance or self-insurance maintained by the City, its
officers, officials, employees or volunteers shall be in excess of the
Contractor's insurance and shall not contribute with it.
Any failure to comply with reporting provisions of the policies
shall not affect coverage provided to the City, its officers, officials,
employees or volunteers.
Page 2 of 6'
Alameda County Fire Station Prototype Study
03:23
hLhHED OOUNTY FIRE
NO, 5106183445
The Contractor's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect
to the limits of the insurer's liability.
2. Workers' Compensation and Employers Liability Coverage.
The insurer shah agree to waive aI1 fights of subrogation against the City, its
officers, officials, employees and volunteers for losses aZslng from work
performed by the Contractor for the City.
3. Professional Liability.
Contractor shall carry professional liability insurance in an amount of $1,000,000
to adequately protect the Contractor against liability caused by negligent
acts, errors or omissions on the part of the Contractor in the course of
performance of the sen, ices specified 'in this Agreement.
4. All Coverages.
Each insurance polisy required by this clause shall be endorsed to state that
coverage shaI1 not be suspended, voided, caneclef by either party, reduced
in cov*Jage or in limits except after thirty (30) days' prior written notice
by certified mail, return receipt requested, h~ been given to the City.
(e) Acceptability, of Insurers. Insurance is to be placed with insurers with a Bcsts'
rating of no le~ than A:VII.
(0 Verification of Coverace. Contractor shall furnish City wi~ certificates of
insurance and with original endorsements effecting coverage required by this clause. The
certificates and endorsements for each insurance policy are to be signed by a person
authorized by that insurer to bind coverage on its behal~ The certificates and
endorsements are to be received and approved by the City before work commences. The
Ci~ reserves the right to require complete, c=rtified coplos of all required insurance
policies, at any time. '
(g) Subcontractors. Contractor shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and endorsements for each subcontractor.
.~1 coverages for subcontractors shall be subj eel to all of the requirements stated heroin.
(h) The Risk Manager of City may approve a variation in those insurance
requirements upon a determination that the coverages, scope, timks and forms of such
insurance are elth=r not commercially available or that the City's interests are otherwise
fully protect~cl.
Exhi~D
'Pai~ 3 of 6
Alameda County Fire Station Prototype Study
SEP-28-99
TUE 03:24 PH hLhHED OOUNTY FIRE FAX NO, 5106183445
P. 17
5. CONTRACTOR NO AGENT. Except as City may specify in writing, Contractor shall
have no authority, express or implied. to act on behalf of City in any capacity. whatsoever as an
agenT. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind
City to any obli.~ation whatsoever.
6. ASSIGNMENT PROHIBITED. No party to ~is Agreement may a~sign any fight or
obligatiBn pursuant to this Agreement. Any attempted or purported assignment of any right or
obligation pursuant to this Agreement shall be void and of no effect.
7. PERSONNEL. Contractor shall assign only competent personnel to perform services
pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the
term of this Agreement, desires the removal of any such persons, Contractor shall, immediately
upon receiving notlee from city of such deslre of City, cause the removal of such person or
persons.
8. EQUAL EMPLOYMENT OPPORTUNITY
(a) A_ff~rrnative Action_i_n EmplOyment, Contractor shall comply with the
Affirm -fitive Action ~'rogram and Equal Employment requirements of the City.
1. During the performance of thls Agreement, Contractor agrees as follows:
ContractOr will not discriminate against any employee or applicant
for employment beesuse of race, color, religion, sex, sexual
orientation. handicap, age. or national origin. Contractor wiIt take
affirmative action to ensure that applicants for employment are
employed, and that employees are treated during employment,
without regard to their race, color, religion, handicap, sex, sexual
orientation, age, or national orion. Such action shall include but
not be limited to the following: cmplo. yment; upgrading; demotion
or transfer; recruitment or recruitment advertising; layoff or
termination; rates of pay or other forms of compensation; and
selection from training, including apprentlceshlp.
b. Contractor will incorporate the above Affirmative Action
provisions in all sub-consultants forservices covered by this
Agreement. :
(b) Minority and Female-owned Business Ente_.rpriSe. In connection with the
performance .of this Agreement, Contractor shall comply with the City's current policies
and/or use its best efforts to obtain the maximum utilization of minorlty-owne.cl buglne.~s
enterprises based in San Leandro and ensure that minority and female-owned enterprises
b~ed in San Leandro shall have maximum practicable opportunity for subcontractor
work under this Agreement.
Exhibit D
Page 4 of 6
Alameda Coun~ Fire Station Prototype Study
TUE 03:24 PM fiL MEDfi OOUNTY FIRE. FAX NO. 5106183445
P. 18
(c) Oeneral EmDioyment Provisions Rclatin.~ to Handicap/Di.sabilin., Discrimination.
No qualified individual with a hindleap or disability shall, solely on the basis of such
handicap or dlsabili~-, be subjected to dlscfimin.ation in empIoymcnt by Contractor,
(d) Reports. Contractor shall provide s~tch reports ana/or documents to City
demonstrating compliance with the terms hereof.
9. STANDAKD OF PERFORMANCE. Contractor shall perform oil services required
pursuant to this Agreement in the manner and according to the standards observed by a
competent practitioner of the profession in which Contractor is engaged in the geographical area
In which Contractor practlccs its profession, All instruments of servic~ of whatsoever nature
which Contractor delivers to City pursuant to this Agroement shall b: prepared in a substantial,
first clods and workmanlike manner and conform to the standards ofquaIity normally observed
by a person practicing in Contractor's profession.
10. HOLD HARMLESS AND RESPONSIBILITY OF CONTRACTORS. Contractor shall
take all responsibility for the work, shall bear all losses and damages direc~y or indirectly
resulting to him, m any subcontractor, to the City, to City officers and employees, or to parties
designated by the City, on account of the performance or character of the work, unforeseen
difficulties, accidents, occurrences or other causes to th= extent caused by th~ active or pzssiv~
negligence of the Contractor or of any subcontractor. Contraotor shall indcmnlfy, defend ~cl
hold harmless the Ci.ty, its officers, officials, d{r¢ctor~, employees and ~gents from and a~ainst
any or all loss, liability, expense, claim, costs (including casts of defense), suits, and damages of
every kind, nature and description directly or indirectly arlsing from the performance of the work
to the extent caused by the negligence of Contractor. This paragraph shall not be construed to
~xempt the City, its employees and officers from its own fraud, willful' injury or violation of law
whether willful or negligent For purposes of Section 27g2 of the Civil Code the parties hereto
recognize and agree that this a~reement is nola construction coatreeL By execution of this
Agreement, Contractor ac'knowl~dgcs and agrees that it has read and understands the provisions
hereof and that thi~ paragraph is a material element of consideration.
Approval of the insurance contracts does not relieve the Contractor or subcontracmr~ from
liability under this paragraph.
I 1. OOVEKNMENTAL REOULATIONS. To the extent tha~ this Agreement may be funded
by fiscal assistance from another governmentale.entity, COntractor shall comply with all
applieable rut=s and rcgutation~ to which Cit~' is bound by the terms of such fiscal assistanc~
program. , '
12, DOCUMENTS. All r~ports, data, maps, models, charts, studleg, surveys, photo_m'aphs,
memoranda or other written documents or materials prepared by Contractor pursuant to this
Agreement shall become the property of City upon completion of the work to be performed
hereunder or upon termination of the Agreement.
l 3. COtVIPLL~JqCE '~,rITH APPLICABLE LAWS. Contractor shall comply with all
laws applicable to th': perforrnanc: of fii: work hereunder, including: bm not limited to, laws
Ey. hlbk D ~5:::,7 Page 5 of 6
Alameda County Fire glafion ProtoLype Study
SEP-28-99 TUE 03:25 L MEDfi COUNTY FIREFfi× NO. 5106183445
19
prohibiting discrimination based on race, religious creed, color, national origin, ancestry,
physical handicap, medical condition, marital status or sex.
14. USE OF RECYCLED PRODUCTS. Contractors shall prepare and submit all reports,
written sradies and other printed mamrial on recycled paper to the extent it i-~ available at equal
or lcss cost than virgin paper.
15. PRQFESSIONAL SEA:L. Yenere applic-',ble in the determination of the contract
administrator. the first page of a tcehnfcaI report. first page of design specifications, and each
page of construction drawlngs shalI be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shalI be in a bIock enfitlcd "Seal
and Signature of Registered Professional with rcportJdeslgn responsfbility" as per sample below.
. ...'.-:, ~-; .... ; ....
· · '."'·'.;;~*'T-2; ." '-- .
.,: .... ':"'-
SEal aneW'Signature o~Registere. d. ,Pr.~fes.~iohal ~4f_h"
report/design responsibility ':,:'::: :': ..-::
Exhibit D
Page 6 of 6'
Alameda County Fire Station Protob~e Study
· F?i0M i~EYE?,:S, NAVE.
RESOLU'I~ON NO. -99
A RESOLIrrION O1:: T'I41=, CITY COUNCIL
OF TI-IE CITY OF DUBLIN
AUTHORIZYNG SHARING OF COSTS WITI4
CITY OF SAN LEANDRO AND COUNTY OF ALAMEDA
FOR DESIGN OF ~ STATION PROTOTYPE
Wt-IEREAS, the CiW of Dublin. provides fire services through a contract wld~
Alameda County Fire Depaent; and
WHEREAS, the Alameda County, Fire Department. also provides fire services
for the City of-San I. ean&o; and
WHEREAS, the Eastern Dublin Specific Plan antidpale_~ the need for two new
fire s~ations in ~e castera pm of ~e CiD' of ~b~;
WI-IB~, the City of San Leandro has, within two yeas preceding the date
hereof, gone through a competitive bidding process to secure the services of an
architect to design a fire station prototype and to prepare plm~s and specifications
therefore; and
Vv'HEKEAS, the City of San Lcandzo has received bids for the design of a fire
station prototype and for preparation of plans and sped~cations therefore and has
awarded a contract to Don Doramar Associates in the amoun~ of $68,315; and
VVHE~, it is in the public interest to share costs of dcslgn of a fire station
protot'ypc and preparation of plans and spcdficadons in order to reduce tile Costs for
all three public entities; and
WHEKF~S, Section 2.36.050(A)(10) Of the Dublin Munidpal Code
authorizes the waiver of competitive bidding ff another public agenq, has
administered a competitive biddix~g process within the last Bvo ycazs for similar
services;
WHEREAS, Section 2.36.050(B).of the Dublin Munidpal Code re'qtires
Council authorization in order to enter into a contract in excess of $5,000 for services
such as the services of an architect and preparation of plans and specifications,
ATTACHMENT 3
iF?,ii 9. i7 99 i4:i9,.,ST. 14:i7~N0. 4861)i023(16
WHEN, the City of San Leandro and the County of Alameda have agreed
to share the costs of design of a fire station pro'toDqpe and preparation of plans and
gped.flcadong x~th the City of Dublin on an ecg,M Basis, each entity Fa)4ng one-d~ird
of such costs;
NOW, THEREFORE, BE IT -R~ESOLVED that the City Manger is authorized
~o reimburse the City of San Leandro. up .to one-third of its cost in retaining Don
Doramet Assodates to prepare a design for a fire station prototype, to a maximum of
$22,771.67, and to sign any doctunents reflecting such authorlzatlon.
PASSED, APPROVED AND ADOPTED this ~--~cl~ay· of~, 1999, by
the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
MAYOR
CITY CLERK
J:\WPD~M_NRSWX1 I~t\00I\1999~,F_SOX~_rts~ion_9 17,wp<l
CONSULTANT SELECTION PROCESS MATERIAL
ATTACHMENT 4
May 28, 1999
REQUEST FOR STATEMENT . OF QUALIFICATIONS TO PROVIDE
ARCHITECTURAL SERVICES FOR THE REPLACEMENT OF SIX FIRE
STATIONS FOR THE COUNTY OF ALAMEDA, CITY OF DUBLIN AND CITY OF
SAN LEANDRO
The Cities of San Leandro and Dublin and the County of Alameda, through a cooperative
agreement is seeking the services of a qualified architectural firm to study the feasibility of
various alternatives and develop a prototype in the replacement of six fire stations.
Your firm has been identified as one of the firms that may be qualified to provide these services.
We are, therefore, requesting information from you that outlines your firm's qualifications and
experience with the type of project described below. Please be sure to submit information for the
actual office that will be assigned the project, if you are a multi-office firm.
PROJECT DESCRIPTION
The Alameda County Fire Department serves the unincorporated areas of the county of Alameda
as well as the cities of San Leandro and Dublin.
Several of the fire stations within the service areas of the Alameda County Fire Department fail
to meet the current seismic requirements of "Essential Facilities" and retrofitling existing
structures is considered too costly. Current fire stations also are inadequate in areas of: size to
house the current and future equipment, gender equality environment, disabled access and
centralized station location within response 'areas. While the City of Dublin anticipates
continued growth that requires the planned addition of two fire stations in the near future, the
City of San Leandro intends to replace two of its aged fire stations.
To meet the present and anticipated future accommodation needs of the Alameda County Fire
Department; the County of Alameda, City of Dublin and City of San Leandro have entered into a
cooperative agreement to develop a standard fire station prototype. In the near future, it appears
that there will be a need for six of these "standardized fire stations" in areas served by the
Alameda County Fire Department.
The design of these fire stations have been 'broken into two phases.. While Phase I entails
developing a prototype fire station, Phase II will involve the preparation of plans and
specifications of the construction of the respective fire stations. We anticipate that the study
phase of this project will start in July ,
Architectural Services Letter- Fire Dept.
Page 2
Some tentative site locations have already been identified, hence, the first phase of this project is
to provide available alternatives to meet the needs of the proposed facilities and recommend an
optimal solution. In order to determine the exact space requirements and fire station
components, the chosen firm should have experience in the design of fire station facilities.
Hence, your statement of quali.~cation should demonstrate this experience.
CONSULTANT SELECTION PROCESS
Based on information submitted by respective rirms, three to rive firms will.be invited to submit
writ-ten proposals for the project. After the initial review of the submitted proposals, those firms
selected for further consideration will be invited to make a short oral presentation to a selection
panel who will make the final decision.
Should your firm be selected for this work, you and your associate consultants, if any, will be
required to comply with the County's and. Cities' applicable non-discrimination provisions. You
will also be required to maintain insurance in the amount of $100,000.00 dollars with the
required endorsements? and professional liability insurance.
Please respond by Friday, June 18, 1999. Submit only one copy of the requested information to:
Engineering & Transportation Department, City Hall, 835 East 14th Street, San Leandro, CA
94577, ATTN: Ken Joseph.
If you have any questions, please contact Ken Joseph at (510) 577-3433.
Sincerely,
Ucherma Udemezue, P.E., City Engineer
Engineering and Transportation Department
LTU-cw
Cc: W. Algire; W. McCammon; S. Gilbert; D. Wheeler
G:engineer\uche\fire dept architectural lett
CITY OF SAN LEANDRO
REQUEST FOR PROPOSALS
Uche Udemezue, P.E., City Engineer
Engineering and Transportation
835 East. 14th Street
San Leandro, CA 94577
PROPOSALS DUE NO LATER Tt-IAN JULY 9, 1999
(6 COPES) TO THE ATTENTION OF KEN JOSEPH AT TIlE ABOVE ADDRESS
1.0
PROJECT SUMMARY
The Request for Proposal CRFP) solicits proposals for the feasibility study of various
alternatives and development for the development of a proto,type in the replacement of six
(6) Fire Stations.
The Alameda County Fire Department serves the unincorporated areas of the county of
Alameda as well as the cities of San Leandro and Dublin.
Several of the fire stations within the service areas of the Alameda County Fire Department
fail to meet the current seismic requirements of "Essential Facilities" and retro~tting
existing structures is considered too costly. Current fire stations also are inadequate in areas
of: size to house the current and future equipment, gender equality environment, disabled
access and centralized station location within response areas. While the City of Dublin
anticipates continued growth that requires the planned addition of two fire stations in the
near future, the City of San Leandro intends to replace two of its aged fire stations,
To meet the present and anticipated fum.re accommodation needs of the Alameda County
Fire Department; the County of Alameda, City of Dublin and City of San Leandro have
entered into a cooperative agreement to develop a standard fire station prototype. In the
near furare, it appears that there will be a need for six of these "standardized fire stations" in
areas served by the Alameda County Fire Department.
The design of these fire stations has been broken into two phases. While Phase I entails
developing a prototype fire station, Phase II will involve the preparation of plans and
specifications of the construction of the respective fire stations. We anticipate that the study
phase of this project will start in July
Some tentative ske locations have already been identified, hence, the first phase of this
project is to provide available alternatives to meet the needs of the proposed facilities and
recommend an optimal solution. In order to determine the exact space requirements and
fLre stationcomponents, the chosen firm should have experience in the design of fire station
facilities. Hence, your proposal should demonstrate this experience.
initially agreement will be entered with the selected consultants to provide services for
Phase t only. If the City is satisfied with the consultant's performance up to the conclusion
of Phase I, and the City/Agency further determines that it desires to use the consultants for
Phase II of the project, it will negotiate a new agreement for that phase. Respective cities
are under no obligation to use the selected Phase I consultant for Phase II of the project.
The scope of services is listed in Section 3.0 and should be used only as a guide to complete
the project. It is subject to interpretation and the proposer is encouraged to modify or add
to this List in the proposal as deemed necessary. The City is open-minded on the process
that can best be applied-to achieve the desired work product. It, therefore, is seeking a
creative firm with original ideas and a complete and demonstrated understanding of how to
bring these ideas to fruition.
Fire Stations RFP Page 3 June 23, 1999
3.2
3.3
WORK ELEMENTS
As a minimum, the study should include the following work elements:
A. Initial Project Meetings
· Meet with City staff to discuss project requirements in detail.
· City makes available existing pertinent City data and standards.
B. Conduct a Needs Analysis/Assessment
C. Determine exact space requirements.
D. Identify all plausible alternatives.
E. Reduce Number of alternatives to a maximum of four (4).
F. Evaluate each of the four alternatives using criteria included but are not
limited to:
· Space requirements
· Traffic and parking
· Site constraints, functions, City accessibility
· Constructability
· Structural and seismic needs
· Specific needs of the facility staff, etc. ·
G. Schematics
· Prepare site and floor plan, respectively, for each alternative.
· Prepare pictorials for each alternative, reflecting north, south, east, and
west elevations.
H. Cost Estimates
· Prepare costs estimates for each alternative.
I. Other Project Meetings and Presentation to Staff.
PRODUCTS/DELIVERABLES ·
As a minimum, the following products should-result firore the study:
A. Schematics of each alternative.
· Site and .floor plan.
· Pictorial (Incorporate north, south, east, and west elevations.)
Fire Stations RFP Page 5 June 23, 1999
5.0
6.0
4.14
A statement of past work performed on projects of a skmilar nature that
would indicate qualifications of the proposer. Supply names of clients,
client's contact person and telephone number, type of projects, and
description of proposers activities. The City reserves the rig_ht to contact the
proposers previous clients at any time.
4.1.5
Names of entities associated with the proposer who may have a conflict of
interest with any activity of this project. Provide details and reasons.
Proposers are subject to disqualification on the basis of confiict of interest as
determined by the City.
4. I.6 A detailed statement explaining any provision in Sections 3.0 and 4.0 that
the proposer chooses not to address in the proposal.
4.1.7
Name and address of'proposer's office, which will act as the project
operation center. As a goal, 75% of the work must be accomplished at this
location.
4.2 The proposal shall follow the general outline of Section 4.1.
4.3
The proposal shall be limited to fifteen (15) pages, exclusive of prepared company
documents, pre-printed resumes, and similar material that the proposer believes will
aid in determining its qualifications for the project.
4.4
The City will not pay the costs of relocating any project s-taft members to the San
Leandro area. Any such relocation cost shall be included in the proposers overhead.
SUBMITTAL OF PROPOSAL
5.1 SLx (6) copies of the proposal shall be submit-ted in writing.
5.2
The proposal shall be signed by an officer, or officers, authorized to execute legal
documents on behalf of the proposer.
CITY AND LOCAL REQLrFR. E~S
6.1 Consultant Records
The selected consultanm must maintain auditable records, documents and papers for
inspection by authorized City representatives.
Before the City approves a contract, the selected consultants may be required to
undergo an audk evaluation to veiify proper accounting and financial procedures.
Fire Stations RFP
Page 7 June 23, 1999
9.2
9.3
9.4
Record of Past Performance
Past record of performance as determined from all available information, including
direct communication by the City with proposer's former clients. Factors to be
considered include but may not be limited to: cost control, work quality,, and
· completion of work on schedule.
Capability to Meet Schedule
Capability under current workload to perform the work within the project schedule
and subsequent revisions. Factors to be considered include but may not be limited
to: size of staff assigned to the project and availability of staff.
Approach to Work
Adequacy of proposed method of accomplishing the project work specified in
Section 3.0. Factors to be considered include, but may not be limited to: work
methodoto~, rr;anagerrfeiat methodolog-f, activity coordination methodology, and
consideration of areas not addressed in Section 2.0 and 3.0, but deemed essential to
the effective conduct of the project.
10.0
SELECTION PROCESS
A consultant selection committee will assess and rate all eligible written proposals and
associated oral presentations based on the criteria under Section 9. Based on the results of
the rating, a contact will be negotiated with the highest rated proposer. If agreement cannot
b reached, negotiations with other proposers, in 'order of their respective final ratings, will
then be conducted until tentative agreements can be reached.
rev: 10/3/95
G:\engineer\uche'u'fp-fire stations
Fke Stations RFP Page 9 June 23, 1999
CONSULTANT
HIM:
PROJECT NO:
PROPOSAL EVALUATION
EVALUATOR:
DATE:
TECHNICAL COMPETENCE
A. Experience
B. Familiarity with similar project
C. Commitment of key personnel to complete project
(including subcontractors' personnel)
RECORD OF PAST PERFORMANCE
A. Cost control
B. Work quality
C. Completion of work on schedule
CAPABILITY TO MEET SCHEDULE
A. Size of staff assig, ned to the project
B. Availability of staff (including subcontractors' staff)
RATING *
APPROACH TO WORK
A. Work methodolo~
B. Management methodology
C. Activity coordination methodology
D. Consideration of areas not addressed in RFP
COMMENTS:
TOTAL
* Rating is from zero (0) to five (5) with zero being the lowest and five being the highest.
g:XstandardXrfp-eval.doc
To: Distribution
From: Uche Udemezu~
Date: 06/17/99 /
Re: Fire stations
Below is the tentative schedule for the subject project. After we enter an agreement with a consultant,.
we will refine the schedule to reflect more certain dates and include such work items as design and
bidding.
June 18,1999 ...
June 21
june 9.23
June 24
July 12
July 14
july, 16
July 19 -23
July 26
Aug. 2
Oct. 29
SCI4h'DULE
Receive qnatifications from con_qu~nt~
Dism'bute q~mtk. To selection commitI~
Short list
Send out RFP
Receive Proposal
Proposer's presentation
Select Consultant and send out letmrs
Negotiate contract with selected consultant
Conlract approval by council
Initial project Kick-off m~ting
Complete Prototype(tentative)
1
CITY OF SAN LEANDRO
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
August 11, 1999
S. Gilbert/Fire
Keith R. Cooke
Fire Station Prototype Study
Project No. 215-28-111
F'md attached documents to respond to your letter dated August 10, 1999. The answers to your
questions follow.
1.0 Number of vendors on the RFP mailing list.
56 Firms were contacted.
2.0 Number of vendors eliminated in the first cut.
50 firms were eliminated in the first cut.
3.0 What criteria were used?
See attached copy of request for qualifications for a description of the criteria.
4.0 Evaluation Criteria for the presentations.
See attached copy of the request for proposals and review forms
5.0 A brief justification of why Dommer was selected.
Althouglh the City of San Leandro had selected CJW Architecture as the first choice, DDA
was considered acceptable based on their applicable experience, knowledge and
participation in the Fire Safety field.
If you have any questions, please feel free to give me a call at 577-3329.
Cc: U. Udemezue w/o
CATProject Fil-'.sx. APROJEC'IXFIP, ESTA\disu-ib scope.doc
Architectural Resources Group
'~"' 9 The Embarcadero
S~,~ Francisco, CA 94111
Beverly Prior Architects
333 Bryant Street, #220
San Francisco, CA94107
Fisher Friedman Associates
333 Bryant Street, #200
San Francisco, CA 94107-1421
Gordon H. Chong & Partners
130 Sutter Street #300
San Francisco, CA 94104
Heller Manus Architects
221 Main Street, #940
San Francisco, CA 94105-1923
Hellmuth, Obata & Kassabaum, Inc
71 Stevenson Street #2200
San Francisco, CA 94105
3onathan Cohen & Associates
65 Acacia Avenue
Berkeley, CA 94108-1201
M BT Architecture
185 Berry Street #5700
San Francisco, CA 94107
Strogoff Consulting
142 Almonte Blvd.
Mill Valley, CA 94941-3558
The Colyer Freeman Group
539 Bryant Street #305
San Francisco, CA 94107
Don Dommer Associates
1144 65m Street # G
Oakland, CA 94608
-. Ehrilch-Rominger
4800 El Camino Real
Los Altos, CA 94022-1407
Sugimura '& Associates/Architects
.21/L55 South Bascom Ave. #200
, .3bell, CA 95008
The Steinberg Group
60 Pierce Avenue
San Jose, Ca 95110
Architectural Network inc.
1111 Civic Drive #260
Walnut Creek, CA 94596
Claudia J. Falconer, AIA, Architect
P.O. Box 70232
Richmond, CA 94807-0232
Interactive Resources
117 park Place
Point Richmond, CA 94801
Logan Hopper Associates
5279 Broadway
Oakland, CA 94618-1425
Robert Fehlberg Architects
7566 Rosedate Court
Pleasanton, CA 94588-3762
VBN Architects
501 14t" Street #300
Oakland, CA 94612
Alton S. Lee & David A. Lee
385 Sherman Avenue #4
Palo Alto, CA 94306-1840
Powell & Partners, Architects
68 12~h Street #200A
San Francisco, CA 94103
Bruce Rudman,. AIA
10866 Wilshire Blvd., #905
Los Angeles, CA 90024-4333
Liberstudio Architects, Inc.
2020 Santa Monica Blvd. #460
Santa Monica, CA 90404
Randall Stout Architects, inc.
824 Eleventh Street #10
Sa~ata Monica, CA 90403
The Tanzmann Associates
820 E. third Street
Los Angeles, CA 90013-1820
CJW Architecture
150 Portola Road #A
Portola Valley, CA 94028-7852
Des Architects & Engineers
399 Bradford Street
Redwood City, CA 94063
Coxwell Architects
1670 Alvarado
San Leandro, CA 94577
ED 2 International
1660 Pacific Avenue
San Francisco, CA 94109
Frizzell Hill Moorhouse Architects, inc.
170 Maiden Lane
San Francisco, CA 94108
Group 5 Architects & Planners
5901 Christie Ave., Suite 301
Emeryville, CA 94608
Hardison Komatsu Ivelicn & Tucker
400 2"6 Street, Suite 200
San Francisco, CA 94107
Havitand Associates Architects
27 Embarcadero Cove
Oakland, CA 94609
Hellmutn Obata &, Kassabaum, Inc.
1 Harrison
San Francisco, CA 94105
The Ratcliff Architects
6117 Martin Luther King 3r. Way
Oakland, CA 94609
Richardson Architects
305 Caledonia
Sausalito, CA 94965
Skidmore Owings & Herrill
1 Front Street, Suite 2500
San Francisco, CA 94111-5391
Sue Associates
812 5th Avenue
Oakland, CA 94606
Teetonics
- 49 Stevenson, Suite 828
San Francisco, CA 94105
Vickerman-Zachary-Miller
101 Broadway
Oakland, CA 94612
Akol & Yoshii Architects
2059 Mount Diablo Blvd.
Walnut Creek, CA
Angell Rowlingson & Associates
660 Hission Street
San Francisco, CA 94105
David Baker & Associates
461 2"d Street, Suite 127
San Francisco, CA 94107
Associated Architects
494 Hawthorne Ave.
Oakland, CA 94609
Basserr & Renier AIA
900 Larkspur Landing Circle
Larkspur, CA
The Austin Company
7700 Edgewater Drive
Oakland, CA 94621
Bayfront Architecture & Planning
3099 Telegraph Avenue
Berkeley, CA 94705
Christopherson & Graft Architects
2921 Adeline
Berkeley, CA 94710
Cline Agee & Swedin
2811 Teagarden
San Leandro, CA 94577
Brewer-Fraser & Holland
153 Kearny Street, Suite 509
San Francisco, CA 94108
Theodore Brown & Partners
1620 Montgomery St., Suite 320
San Francisco, CA 94111
Cabak Randall 3asper Grifflths
1080 O'Brien Drive
Menlo Park, CA
WHL Architects & Planners
226 Airport Parkay
San _lose, CA 95110
Werner & Sullivan
207 Powell
San Francisco, CA
94102
Hansen, Muraham & Eshima
100 Filbert Street
Oakland, CA 94607