CA Review _RK__
Meeting Date: Dec. 13, 2022
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Charles Balteria, Program Manager
[email protected], 442-339-2949
Subject: Agreement with Atkins North America Inc., dba Faithful+Gould, to provide Citywide Facility Condition Assessment and Facility System Asset Inventory Services
Districts: All
Reco
mmended Action
Adopt a resolution authorizing execution of an agreement with Atkins North America Inc., dba Faithful+Gould, to provide citywide facility condition assessment and facility system asset inventory services in an amount not to exceed $291,173.
Executive Summary
Staff are recommending preparation of a citywide facility condition assessment for buildings owned by the city to best maintain the physical condition and value of the facilities, and to develop budgets and prioritize resources.
A facility condition assessment measures a building’s condition, functionality and infrastructure against its intended use. The assessments typically determine the need for renewal or replacement of a building and its infrastructure systems (e.g., heating/cooling, electrical, utilities, exterior envelopes).
This assessment will help the Fleet and Facilities Department fulfill its responsibility to care for and maintain 45 city-owned facilities totaling more than 100 buildings and 700,000 square feet, as shown in the location map in Exhibit 2.
The City Council is being asked to approve the agr eement with Faith+Gould because Carlsbad Municipal Code Section 3.28.070(D)(5) requires council approval to award contracts for the procurement of goods and/or services that will cost the city more than $100,000 per agreement year.
Discussion
A facility condition assessment is a process of measuring the physical condition and functional performance of a building and its infrastructure. The facility condition assessment will help staff Dec. 13, 2022
Item #9 Page 1 of 27
identify potential annual funding levels for facilities maintenance and prioritize the capital improvements and major repairs necessary to maintain the facilities at a desired service level.
Staff recommend entering into an agreement with Faithful+Gould to compile data on facility conditions to prioritize maintenance projects and forecast budget expenditures.
The city is also buying a digital asset management software program, Cartegraph Enterprise Asset Management system to track and manage city-owned assets. (The City Council approved the purchase Oct. 18, 2020.). The data collected during the facility system asset inventory will provide critical information necessary to geolocate – using GPS and IP addresses – each serviceable and fixed facility system asset within updated geo-referenced facility floorplans.
This will enable the city to use the new enterprise asset management software to its fullest potential to track energy efficiency upgrades, equipment useful life and service records.
The data from the facility system asset inventory will be imported into the city’s new en terprise asset management software to track asset conditions, work history and replacement costs.
On July 27, 2022, the city requested proposals from qualified firms to conduct a facility condition assessment and facility system asset inventory. Seven proposals were received on Sept. 1, 2022. A selection panel of staff evaluated and ranked the proposals in accordance with established guidelines and rules and in keeping with Carlsbad Municipal Code sections
3.28.050(D)(2) – Procurement of goods, and 3.28.060 – Procurement of Professional Services.
The selection panel ranked the proposal from Faithful+Gould as the best value and negotiated a scope of work with associated fees not to exceed $291,173.
The agreement will be in effect for one year from the effective date. It is recommended that the city manager may amend the agreement to extend the term for up to two additional one- year periods.
Options
Staff provide the following options for the City Council’s consideration:
1. Adopt a resolution authorizing execution of an agreement with Faithful+Gould to provide citywide facility condition assessment and facility system asset inventory services in an amount not to exceed $291,173
Pros
• Staff determined Faithful+Gould’s proposal provides the best value to the city • Sufficient funding is available for this agreement, and the project can be started as soon as possible
• The city will have all information necessary to implement the new enterprise asset management software for city-owned facilities
Cons
• None identified
Dec. 13, 2022
Item #9 Page 2 of 27
2. Do not adopt a resolution authorizing execution of agreement with Faithful+Gould to provide citywide facility condition assessment and facility system asset inventory services
Pros
• None identified
Cons
• Rejection of all proposals will delay implementation of the new EAM software for city-owned facilities
• Additional solicitation efforts will require additional time and expenditures
3. Request staff renegotiate the scope of work for the project Pros
• Some budget savings could be achieved by reducing the scope of work Cons
• Altering the scope of work may delay or impede implementation of the new EAM software for city-owned facilities
• Additional negotiation efforts will require additional time and expenditures Staff recommend Option 1.
Fiscal An alysis
Sufficient funding is available in the Capital Improvement Program's Infrastructure Replacement Fund, Miscellaneous Building Improvements project 47231. No additional appropriation is required.
Environmental E valuation
Awarding an agreement for citywide facility condition assessment and facility system asset inventory services does not qualify as a project under the California Environmental Quality Act under CEQA Guidelines Section 15378. It does not result in a direct or any reasonably foreseeable indirect physical change in the environment.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to scheduled meeting date.
Exhibits
1. City Council resolution
2. Location map
Dec. 13, 2022
Item #9 Page 3 of 27
RESOLUTION NO. 2022-284
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING AN AGREEMENT WITH ATKINS NORTH
AMERICA, INC., DBA FAITHFUL+GOULD, TO PROVIDE CITYWIDE FACILITY
CONDITION ASSESSMENT AND FACILITY SYSTEM ASSET INVENTORY
SERVICES
WHEREAS, the City Council of the City of Carlsbad, California has determined that it is necessary, desirable and in the public interest to award a services agreement for citywide facility condition assessment and facility system asset inventory services; and WHEREAS, staff issued a Request for Proposals, or RFP, in July 2022, soliciting proposals to provide citywide facility condition assessment and facility system asset inventory services; and WHEREAS, on Sept. 1, 2022, seven proposals were received and deemed responsive; and WHEREAS, staff reviewed and ranked the proposals against best-value evaluation criteria consistent with Carlsbad Municipal Code Sections 3.28.0S0(D)(2) and 3.28.060; and WHEREAS, staff determined that the proposal that offered the best value to the city was submitted by Atkins North America, Inc., dba Faithful+Gould; and WHEREAS, sufficient funding for the agreement for citywide facility condition assessment and facility system asset inventory services for the initial term of the agreement of one year is available.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the Mayor is hereby authorized and directed to execute the services agreement with Atkins North America, Inc., dba Faithful+Gould, in an amount not to exceed $291,173, attached hereto as Attachment A, for citywide facility condition assessment and facility system asset inventory services.
3. That the City Manager is hereby authorized to amend the agreement to extend the term for up to two additional one-year periods, or parts thereof.
Exhibit 1
Dec. 13, 2022 Item #9 Page 4 of 27
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 13th day of December, 2022, by the following vote, to wit:
AYES:
NAYS:
ABSENT:
Hall, Blackburn, Bhat-Patel, Acosta, Norby.
None.
None.
MATT HALL, Mayor
/Ju FAVIOLA MEDINA, City Clerk Services Manager
-f' - (SEAL)
Dec. 13, 2022 Item #9 Page 5 of 27
Attachment A
PSA23-2031 FAC
AGREEMENT FOR CITY WIDE FACILITY CONDITION ASSESSMENT AND FACILITY
SYSTEM ASSET INVENTORY SERVICES
ATKINS NORTH AMERICA, INC. OBA FAITHFUL+GOULD
1 1.W"THIS AGREEMENT is made and entered into as of the -�-"---- day of D t � , 2022 , by and between the City of Carlsbad, California, a municipal corporation ("City") and Atkins North America, Inc., a Florida corporation d.b.a.
Faithful+Gould ("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in city wide facility condition assessment and facility system asset inventory.
B. Contractor has the necessary experience in providing professional services and advice related to city wide facility condition assessment and facility system asset inventory.
C. Contractor has submitted a proposal to City under RFP23-1888FAC and has affirmed its willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A," which is incorporated by this reference in accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one (1) year from the date first above written. The City Manager may amend the Agreement to extend it for two (2) additional one (1) year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be two hundred ninety-one thousand one hundred seventy-three dollars ($291,173.00). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A." Incremental payments, if applicable, should be made as outlined in attached Exhibit "A." City Attorney Approved Version 8/2/2022
Dec. 13, 2022 Item #9 Page 6 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
2 6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City’s election, City may deduct the indemnification amount from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City.
8. OT
HER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. I NDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney’s fees arising out of the performance of the work described herein caused by any negligence, recklessness, or w illful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City’s self -administered workers’ compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement.
10. I NSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor’s agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating Dec. 13, 2022
Item #9 Page 7 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
3 in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured.
10.1.1 Co mmercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 P
rofessional Liability. Errors and omissions liability appropriate to Contractor’s profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work.
10.2 A
dditional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 P
roviding Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Fai lure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or Dec. 13, 2022
Item #9 Page 8 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
4 maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City.
15. NO
TICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Charles Balteria Name Dean M. Leonard
Title Program Manager Title Project Manager
Department Public Works Address 12544 High Bluff Drive, Suite 300 City of Carlsbad San Diego, CA 92130
Address 405 Oak Ave. Phone No. 480-286-5705
Carlsbad, CA 92008 Email [email protected]
Phone No. 760-802-7530
Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address.
Dec. 13, 2022
Item #9 Page 9 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
5 16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories.
Yes No
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement.
City may terminate this Agreement by tendering thirty (30) days written notice to Contractor.
Contractor may terminate this Agreement by tendering thirty (30) days written notice to City. In the event of termination of this Agreement by either party and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City.
Dec. 13, 2022
Item #9 Page 10 of 27
□
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
6 Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made.
21. CO VENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. C LAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim ma y subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county.
24. S
UCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld.
25. E NTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties.
Dec. 13, 2022
Item #9 Page 11 of 27
PSA23-2031 FAC
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power , right and actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
ATKINS NORTH AMERICA , INC., a
Florida corporation d.b.a. Faithful+Gould
By:
By:
(sign here)
Dean M. Leonard, Vice
President (print name/title)
(sign here)
Susan C. Reinhardt ,
Chief Financial Officer
(print name/title)
CITY OF CARLSBAD , a municipa l
corporation of the State of C · · a
By:
Matt Hall , Mayor
ATTEST :
f!)0
for Faviola Medina ,
City Clerk Services Manager
If required by City, proper notaria l acknowledgment of execution by contractor must be attached .
If a corporation , Agreement must be signed by one corporate officer from each of the following two groups.
Group A
Chairman ,
President , or
Vice-President
Group B
Secretary,
Assistant Secretary ,
CFO or Assistant Treasurer
Otherwise , the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation .
APPROV ED AS TO FORM :
CINDIE K. McMAHON
BY: __ o=·IA,...:;.,:;t.:..:.:·1..,:._:k:.....:... . ....:....~~=IA,~- city Attorney
City Attorney Approved Vers ion 8/2/2022
Dec. 13,2022 7 Item #9 Page 12 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
8 EXHIBIT “A”
SCOPE OF SERVICES
Facility Condition Assessment and Facility System Asset Inventory
Contractor shall provide all tools, materials and labor to provide citywide facility condition assessment and facility system asset inventory services for the city owned facilities identified in EXHIBIT B. Incremental payments shall be based on the completion and acceptance of work identified in Tasks 1-4 in accordance with the Vendor Proposed Cost of Services chart EXHIBIT C.
Task 1: Facility Condition Inspection
Consultant will visually inspect each facility listed in Exhibit “B” and note physical or operational deficiencies. The building systems captured in the inspection shall include, but are not limited to:
• Site Systems (pavements, site concrete, lighting, retaining walls, fencing, site grading, storm water drainage features, and the parking area)
• Structural Systems
• Roof Systems
• Building Exterior Elements (exterior wall systems, window and door systems) • Mechanical, Electrical, Plumbing (MEP) Systems
• Security, Fire and Life Safety Systems
• Conveyance Systems
• Interior Finishes (walls, floors, ceilings, counters) Energy Conservation Measures
Contractor shall identify energy conservation measures as part of their data collection process and analyze opportunities where energy conservation measures can be made. Contractor will identify the cost of recommended upgrades and typical annual energy savings with simple payback within Task 2.
Task 2: Compile Information & Report
Consultant will prepare a comprehensive report detailing the inspection findings. At a minimum, the following information is anticipated to be required for each facility inspected:
1. Facility Characteristics
a. Facility Name and physical location.
b. The square footage of the building and size of the property (square feet or acres). c. The buildings age or approximate age in years.
d. An inventory of all building systems with each system component quantified as a count, area, a length, and/or a height. The consultant shall use whichever measurement is most appropriate for each facility system.
Dec. 13, 2022
Item #9 Page 13 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
9 2. Current Conditions
a. Provide an assessment of the current conditions of each building system. b. Consultant shall note all deficiencies observed during the inspection and provide recommendations to repair or replace these components to restore optimal condition.
c. Provide an expenditure forecast for each facility of non -routine maintenance expenditures anticipated over the next 10 years with aggregate value greater than $1,000.
3. Useful Life
a. Estimate the average remaining useful life of each facility listed in Exhibit B. The useful life is the time period the facility will be in use before being replaced.
4. Replacement Cost
a. Estimate the replacement cost for each facility listed in Exhibit B based on the current costs for design, construction, and other pertinent factors. Consultant will also define the appropriate type of inflationary factor useful in projecting future replacement cost in US dollars.
5. Facility Condition Index Score
a. Consultant will compute a Facility Condition Index Score comparing the estimated costs of repairs to the projected cost to replace the facility. The City will use this information to budget capital improvements/repairs for future years. Consultants must provide a detailed description of the methodology proposed for assigning the Facility Condition Index Scores.
Task 3: Floor Plan Update
The Consultant will use City provided floorplans in JPEG, PDF and AutoCAD formats to produce updated floorplans for each facility. The floorplans are to be delivered in PDF and AutoCAD.dwg (2014 or newer) file format. Floorplans delivered in AutoCAD .dwg format will be georeferenced using NAD 1983 StatePlane California VI FIPS 0406 (US Feet) WKID 2230 coordinates. The purpose is to leverage this data for importing into the City’s ArcGIS platform. Each floor plan feature, i.e., building footprint, exterior walls, interior walls, windows, doors, interior partitions (cubicles), columns, stairs, elevators, room areas, floor areas, roof type areas will be on separate layers within each .dwg. Each building will use the same layering schema with each building feature being on an different layer.
///
///
///
///
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PSA23-2031FAC
City Attorney Approved Version 8/2/2022
10 Task 4: Facility System Asset Inventory
The Consultant will prepare a detailed Facility System Asset Inventory with photographs of major fixed facility system assets with replacement values over $1,000. The Facility System Asset Inventory shall include the following information and any additional pertinent information required by the city to manage and maintain the facility system asset.
All Asset Classes
• City Asset No. (provided by the city)
• System ID (If any)
• Description
• Location
• Floor
• Manufacturer
• Model No.
• Serial No.
• Install date
• Expected Useful Life Replacement
Date
• Warranty Start/Expire
Roof Systems
• Roof Area Square Footage
• Roof Application
• Deck Type
• Insulation Type
• Cover Board Type
• Overflow Scuppers Size
• Base Flashing Type
• Cap Flashing Type
• Perimeter Enclosure Type
HVAC
• SEER Rating
• BTU Capacity
• Energy Type
Plumbing
• Gallons Capacity
• Gallons Capacity Per Minute
• BtuH
Electrical
• Capacity
• Voltage
Conveyance Systems
• Load Capacity
• Drive System Type
Interior Finishes
• Floor Types in Square Footage
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Item #9 Page 15 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
11 Deliverable Format
Facility System Asset information will be delivered in a SQL Server ver.xx relational database. Assets will be identified with unique asset ID’s and will include related building and site ID’s. Relevant equipment information as described above will be included in each asset record. Separate tables for each asset type will be used. Assets will be located on city provided ArcGIS geodatabase floor plans. All assets are to be located using point geometry. Mapping equipment networks like HVAC ducting, electrical circuits, plumbing, etc., are not a part of this scope. A geodatabase schema will be provided by the City as a reference. Assets will be located using NAD 1983 StatePlane California VI FIPS 0406 (US Feet) WKID 2230 coordinates and will include the floor number or roof designation.
The Consultant will apply a city provided .75’’ x 2’’ Asset Label with barcode near the Manufacture’s Name Plate or other visible location on the corresponding asset pursuant to city provided directions.
Dec. 13, 2022
Item #9 Page 16 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
12 EXHIBIT “B”
Facility List
Facility Address Facility Type Sq. Ft. Built Site
Alga Norte Community Park
6565 Alicante Road
Recreation
17,414
2014
32 Acres
Building 1, Showers/ Pump Room
5,780
Building 2, Administration
3,043
Building 3, Showers/Meeting/Grill
5,255
Building 4, Ticket Booths
200
Building 5, Shop/Office
1,215
Building 6, Snack Bar/Restroom
1,131
Building 7, Restroom
790
Aviara Community Park
6435 Ambrosia Lane
Recreation
4,666
2006
24 Acres
Aviara Overlook Catering Facility
6438 Ambrosia Lane
967
2019
East Restroom
1,361
West Restroom
1,053
Maintenance Shop and Office
1,285
Bauer Lumber Building
(New Village Arts)
2787 State Street
Leased
Property
9,750
pr 1950
9,750 sq. ft.
Main Building
9,750
Beach Restroom - Pine
3251 Ocean Street
Recreation
432
1997
432 sq. ft.
Restroom
432
Beach Restroom - Tamarack
3901 Carlsbad Blvd
Recreation
509
pr 1970
509 sq. ft.
Restroom
509
Calavera Community Park
2997 Glasgow Drive
Recreation
20,353
1989
21 Acres
Community Center
19,471
Snack Bar/Restroom
882
Chase Field
3349 Harding Street
Recreation
783
est.1965
124,848 sq.
ft
Snack Bar/Restroom
783
Dec. 13, 2022
Item #9 Page 17 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
13 Facility Address Facility Type Sq. Ft. Built Site
City Hall Complex
1200 Carlsbad Village
Drive
Administration
16,000
1968
3.85 Acres
North Wing
8,500
South Wing
5,000
City Council Chambers
2,500
Cole Library
1250 Carlsbad Village
Drive
Library
25,033
1967
118,500 sq.
ft.
Main Building
25,033
Dove Library
1775 Dove Lane
Library
73,537
1999
196,000 sq.
ft.
Main Building
76,537
Elmwood House
1255 Elmwood Ave
Administration
2,358
60s
12,075 sq.
ft.
Main Building
2,358
Faraday
1635 Faraday Ave
Administration
68,000
2000
6.68 Acres
Main Building
68,000
Farmers Claims Building
2351 Faraday Ave
Public Safety
6,100
1981
Main Building
6,100
Fire Station No. 1
1275 Carlsbad Village
Drive
Public Safety
7,348
1965
21,518 sq.
ft.
Station House
4,756
Butler Building
2,592
Fire Station No. 2
1906 Arenal
Public Safety
10,858
2022
Fire Station No. 3
3465 Trail Blazer Way
Public Safety
11,311
2014
2.314
Acres
Station House
10,858
Hose Tower
453
Fire Station No. 4
6885 Batiquitos Lane
Public Safety
3,718
1986
21,900 sq.
ft.
Station House
3,718
Fire Station No. 5
2540 Orion Way
Public Safety
15,421
1988
81,000 sq.
ft.
Station House
12,709
Hose Tower
612
Dec. 13, 2022
Item #9 Page 18 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
14 Facility Address Facility Type Sq. Ft. Built Site
Storage
2,100
Fire Station No. 6
7201 Rancho Santa Fe Rd
Public Safety
6,712
2008
32,000 sq.
ft.
Station House
6,252
Apparatus Garage
460
Fleet Service Center
2480 Impala Drive
Public Safety
10,540
1986
21,900 sq.
ft.
Shop and Office
10,540
Harding Community Center
3096 Harding Street
Recreation
11,168
1940's
27,500 sq.
ft.
Main Building
2,669
"D" Building
760
Auditorium
4,872
Rec Hall
2,867
Hidden Canyon Park
2685 Vancouver Street
Recreation
676
2006
96,449 sq.
ft..
Restroom 676
Holiday Park
3235 Eureka Place
Recreation
5,276
pr 1950
5.9 Acres
Holiday House
3235 Eureka Place
822
pr 1960
Kruger House
3215 Eureka Place
Pre-School
1,226
pr 1960
Scout House
3225 Eureka Place
2,144
pr 1950
West Restroom
3200 Pio Pico Drive
608
1995
East Restroom
3200 Pio Pico Drive
476
1960's
La Costa Canyon Park
3020 Pueblo Street
Recreation
402
1980
95,400 sq.
ft.
Restroom
402
Laguna Riviera Park
4900 Kelly Drive
Recreation
302
1973
87,850 sq.
ft.
Restroom
302
Las Palmas Building
(MiraCosta College)
2075 Las Palmas
Leased
Property
22,627
1986
85,840 sq. ft.
Main Building
22,627
Leo Carrillo Ranch Historic
Park
6200 Flying LC Ln
Historic
15,259
1937
27 Acres
Barn (Visitor Center)
1,200
Dec. 13, 2022
Item #9 Page 19 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
15 Facility Address Facility Type Sq. Ft. Built Site
Cabana (Restrooms)
1,587
Cantina
488
Caretaker's House (Staff Office)
1,108
Carriage House
892
Carrillo Parks Trailer (Modular)
158
Chicken Coop Restrooms
892
2018
Deedie's House
520
Caretaker's House Restrooms
406
Hacienda
2,766
Park Residence (Modular)
1,660
2003
Stable
3,582
Library Learning Center
3368 Eureka Place
Library
16,193
2008
44,660 sq.
ft.
Learning Center
11,393
Modular
Pre-School
4,800
Magee Park
258 Beach
Historic
5,451
2.1 Acres
Magee House
2,416
pr 1900
Barn
720
1896
Heritage Hall
2650 Garfield
1,442
pr 1920
Granary
2659 Garfield
470
1887
Block House
258 Beach Street
403
1960's
Monroe Street Pool
3401 Monroe Street
Recreation
3,787
1981
88,700 sq.
ft.
Aquatics Building
2,665
Equipment Building
1,122
CMWD Operations
5950 El Camino Real
Operations
18,212
1989
6.09 Acres
Office Building
13,010
Warehouse
5,202
Parks Yard
1166 Carlsbad Village Dr
Operations
4,012
1950's
44,200 sq.
ft.
Dec. 13, 2022
Item #9 Page 20 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
16 Facility Address Facility Type Sq. Ft. Built Site
Greenwood House
892
pr 1950
Breakroom
960
Modular Office
1,440
Parks Fertilizer Shed 720
Pine Avenue Community Park
3333 Harding Street
Recreation
18,245
7.7 Acres
Community Center
3209 Harding Street
18,000
2018
Restroom
245
Poinsettia Community Park
6600 Hidden Valley Road
Recreation
1,832
1996
42 Acres
North Restrooms
587
South Restroom
808
East Restroom
596
2022
Ballfield Storage
437
Public Works Operations
405 Oak Ave
Operations
9,950
1950's
22,500 sq.
ft.
Office Building
3,688
Modular Building
1,844
Leadman Office
2,136
Sign Shop
2,282
Railroad Depot
400 Carlsbad Village
Drive
Historic
1,566
pr 1900
33,460 sq.
ft.
Main Building
1,566
Recycled Water Facility
6220 Avenida Encinas
Operations
4,356
2006
Main Building
4,356
Police & Fire Headcounters
2560 Orion Way
Public Safety
55,027
1986
162,000 sq.
ft.
Main Building
55,027
Safety Training Center
5750 Orion St
Public Safety
45,501
2012
4.06 Acres
Building S
36,697
Building C
6,558
Building R
2,246
Dec. 13, 2022
Item #9 Page 21 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
17 Facility Address Facility Type Sq. Ft. Built Site
Senior Center
799 Pine Ave
Recreation
31,895
1989
131,120 sq.
ft.
Main Building
31,895
Stagecoach Community Park
3420 Camino de los
Coches
Recreation
20,630
1987
28 Acres
Community Center
18,268
East Restroom
864
West Restroom
1,053
Maintenance Shop and Office
445
Dec. 13, 2022
Item #9 Page 22 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
18 EXHIBIT “C”
VENDOR PROPOSED COST OF SERVICES
Facility
Task 1
Fee
Task 2
Fee
Task 3
Fee
Task 4
Fee
Total
Fee
Alga Norte Community Park
Building 1, Showers/ Pump Room 435.00 1,595.00 783.00 435.00 $3,248 Building 2, Administration 435.00 1,595.00 783.00 290.00 $3,103 Building 3, Showers/Meeting/Grill 435.00 1,595.00 783.00 435.00 $3,248 Building 4, Ticket Booths 145.00 1,015.00 715.00 145.00 $2,020 Building 5, Shop/Office 290.00 1,015.00 788.00 290.00 $2,383 Building 6, Snack Bar/Restroom 290.00 1,015.00 788.00 290.00 $2,383 Building 7, Restroom 145.00 1,015.00 788.00 145.00 $2,093 Aviara Community Park
Aviara Overlook Catering Facility 145.00 1,015.00 788.00 145.00 $2,093 East Restroom 145.00 1,595.00 503.00 290.00 $2,533
West Restroom 145.00 1,595.00 788.00 290.00 $2,818
Maintenance Shop and Office 145.00 1,595.00 788.00 290.00 $2,818 Bauer Lumber Building - New
Village Arts
Main Building 435.00 2,755.00 1,773.00 435.00 $5,398
Beach Restroom - Pine
Restroom 145.00 1,595.00 788.00 145.00 $2,673
Beach Restroom - Tamarack
Restroom 145.00 1,595.00 788.00 145.00 $2,673
Calavera Community Park
Community Center 435.00 2,755.00 83.00 435.00 $3,708
Snack Bar/Restroom 145.00 1,015.00 788.00 145.00 $2,093 Chase Field
Snack Bar/Restroom 145.00 1,595.00 788.00 145.00 $2,673 City Hall Complex
North Wing 290.00 1,595.00 503.00 435.00 $2,823
South Wing 290.00 1,595.00 503.00 290.00 $2,678
City Council Chambers 290.00 1,595.00 503.00 290.00 $2,678 Cole Library
Main Building 580.00 3,045.00 783.00 435.00 $4,843
Dove Library
Main Building 1,160.00 4,205.00 783.00 580.00 $6,728
Elmwood House
Main Building 290.00 1,595.00 1,068.00 290.00 $3,243
Dec. 13, 2022
Item #9 Page 23 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
19 Facility Task 1
Fee
Task 2
Fee
Task 3
Fee
Task 4
Fee
Total
Fee
Faraday
Main Building 1,160.00 4,205.00 783.00 580.00 $6,728
Farmers Claims Building
Main Building 435.00 2,175.00 1,773.00 435.00 $4,818
Fire Station No. 1
Station House 435.00 1,595.00 503.00 290.00 $2,823
Butler Building 290.00 1,595.00 1,068.00 290.00 $3,243
Fire Station No. 2
Main Building 435.00 1,595.00 503.00 435.00 $2,968
Fire Station No. 3
Station House 435.00 1,595.00 503.00 435.00 $2,968
Hose Tower 145.00 1,015.00 788.00 145.00 $2,093
Fire Station No. 4
Station House 290.00 2,175.00 503.00 290.00 $3,258
Fire Station No. 5
Station House 435.00 2,900.00 503.00 435.00 $4,273
Hose Tower 145.00 1,885.00 788.00 145.00 $2,963
Storage 290.00 1,595.00 1,068.00 290.00 $3,243
Fire Station No. 6
Station House 435.00 2,175.00 503.00 435.00 $3,548
Apparatus Garage 145.00 1,015.00 788.00 145.00 $2,093
Fleet Service Center
Shop and Office 435.00 2,900.00 503.00 435.00 $4,273
Harding Community Center
Main Building 290.00 1,595.00 1,068.00 290.00 $3,243
"D" Building 145.00 870.00 788.00 145.00 $1,948
Auditorium 290.00 2,175.00 1,068.00 290.00 $3,823
Rec Hall 290.00 2,175.00 1,068.00 290.00 $3,823
Hidden Canyon Park
Restroom 145.00 1,595.00 788.00 145.00 $2,673
Holiday Park
Holiday House 145.00 1,450.00 503.00 145.00 $2,243
Kruger House 435.00 1,595.00 503.00 290.00 $2,823
Scout House 435.00 2,175.00 503.00 290.00 $3,403
West Restroom 145.00 1,450.00 788.00 145.00 $2,528
East Restroom 145.00 870.00 788.00 145.00 $1,948
La Costa Canyon Park
Restroom 145.00 1,305.00 228.00 145.00 $1,823
Laguna Riviera Park
Restroom 145.00 1,305.00 228.00 145.00 $1,823
Dec. 13, 2022
Item #9 Page 24 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
20 Facility Task 1
Fee
Task 2
Fee
Task 3
Fee
Task 4
Fee
Total
Fee
Las Palmas Building
(MiraCosta College)
Main Building 580.00 3,045.00 83.00 435.00 $4,143
Leo Carrillo Ranch Historic
Park
Barn (Visitor Center) 290.00 1,450.00 788.00 290.00 $2,818 Cabana (Restrooms) 290.00 1,450.00 788.00 290.00 $2,818 Cantina 145.00 870.00 788.00 145.00 $1,948
Caretaker's House (Staff Office) 290.00 1,450.00 788.00 290.00 $2,818 Carriage House 145.00 870.00 788.00 145.00 $1,948
Carrillo Parks Trailer (Modular) 145.00 870.00 715.00 145.00 $1,875 Chicken Coop Restrooms 145.00 870.00 788.00 145.00 $1,948 Deedie's House 145.00 870.00 788.00 145.00 $1,948
Caretaker's House Restrooms 145.00 870.00 788.00 145.00 $1,948 Hacienda 290.00 1,450.00 1,068.00 290.00 $3,098
Park Residence (Modular) 290.00 1,450.00 788.00 290.00 $2,818 Stable 290.00 1,450.00 1,068.00 290.00 $3,098
Library Learning Center
Learning Center 290.00 1,450.00 1,773.00 435.00 $3,948
Modular 290.00 1,450.00 1,068.00 290.00 $3,098
Magee Park
Magee House 435.00 1,595.00 83.00 290.00 $2,403
Barn 290.00 870.00 788.00 145.00 $2,093
Heritage Hall 435.00 1,885.00 788.00 290.00 $3,398
Granary 290.00 870.00 788.00 145.00 $2,093
Block House 290.00 870.00 788.00 145.00 $2,093
Monroe Street Pool
Aquatics Building 290.00 1,595.00 503.00 290.00 $2,678
Equipment Building 145.00 1,015.00 788.00 290.00 $2,238 CMWD Operations
Office Building 435.00 2,755.00 503.00 435.00 $4,128
Warehouse 290.00 1,015.00 503.00 435.00 $2,243
Parks Yard
Greenwood House 290.00 870.00 788.00 145.00 $2,093
Breakroom 290.00 870.00 788.00 145.00 $2,093
Modular Office 290.00 870.00 788.00 290.00 $2,238
Parks Fertilizer Shed 145.00 580.00 788.00 145.00 $1,658 Pine Avenue Community Park
Community Center 435.00 2,755.00 1,773.00 435.00 $5,398 Restroom 145.00 870.00 715.00 145.00 $1,875
Dec. 13, 2022
Item #9 Page 25 of 27
PSA23-2031FAC
City Attorney Approved Version 8/2/2022
21 Facility Task 1
Fee
Task 2
Fee
Task 3
Fee
Task 4
Fee
Total
Fee
Poinsettia Community Park
North Restrooms 145.00 1,160.00 788.00 145.00 $2,238
South Restroom 145.00 1,305.00 788.00 145.00 $2,383
Ballfield Storage 145.00 1,450.00 788.00 145.00 $2,528
East Restroom 145.00 1,160.00 741.00 145.00 $2,238
Public Works Operations
Office Building 290.00 1,595.00 503.00 290.00 $2,678
Modular Building 290.00 1,595.00 503.00 290.00 $2,678
Leadman Office 290.00 1,595.00 503.00 290.00 $2,678
Sign Shop 290.00 1,595.00 503.00 290.00 $2,678
Railroad Depot
Main Building 290.00 1,595.00 788.00 290.00 $2,963
Recycled Water Facility
Main Building 435.00 1,595.00 1,068.00 290.00 $3,388
Police & Fire Headquarters
Main Building 580.00 4,205.00 783.00 580.00 $6,148
Safety Training Center
Building S 580.00 3,045.00 783.00 435.00 $4,843
Building C 435.00 1,595.00 1,773.00 435.00 $4,238
Building R 290.00 1,595.00 1,068.00 290.00 $3,243
Senior Center
Main Building 580.00 4,205.00 783.00 435.00 $6,003
Stagecoach Community Park
Community Center 435.00 1,595.00 503.00 435.00 $2,968
East Restroom 145.00 870.00 788.00 145.00 $1,948
West Restroom 145.00 870.00 788.00 290.00 $2,093
Maintenance Shop and Office 145.00 870.00 788.00 145.00 $1,948 Totals $ 29,435.00 $ 159,210.00 $ 75,413.00 $ 27,115.00 $291,173
Note: Total agreement not to exceed $291,173.00
Dec. 13, 2022
Item #9 Page 26 of 27
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Item #9 Page 27 of 27
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