EXHIBIT A
SCOPE OF SERVICES
Programming and
Concept Design for the
East Palo Alto
Police Facility Project
I THE PROJECT
1.0 The Project consists of architectural and engineering services for developing a building and site program for a modular/pre-engineered new Police facility at the “Tanklage site”. The Concept Design is the first phase in developing the procurement documents “Basis of a Design” for a Design Build Entity (DBE).
The site for the new Police Facility is located at the “Tanklage Site” which is a 3.70-acre Cityowned parcel at 1798 Bay Road in East Palo Alto. Currently the City has two modular buildings that are in the existing parking lot on the site.
II SCOPE OF BASIC SERVICES
1.0 General
1.1 The intent of the Consultant's Basic Services is to provide architectural and engineering services for design criteria documents in support of the Project. The Consultant's Basic Services include architectural and programming services, and civil, engineering services.
1.2 The City of East Palo Alto (City) shall provide the following for the Project as needed:
A. A Client representative who can render decisions on behalf of the Project in a timely manner.
B. Technical input from Client and City departments as appropriate.
C. Drawings, calculations, and a site survey for the existing site improvements.
D. Services of other specialized consultants if needed for the Project.
E. Any other information not included in Consultant's Basic Services or Additional Services that is reasonably needed for the Project.
F. During each phase of the project, direction will be given to the Consultant in Project Management Team (PMT) meetings. Attending these meetings will be the Consultant, the City’s Project Manager, City representatives, and others as determined by the City. Agreements and action items will be documented in meeting minutes.
G. Except where otherwise specified in this agreement, summaries of decisions, design direction, establishment of project requirements may be communicated and documented through written meeting minutes and emails.
H. Sustainable Design. The Consultant shall include sustainable design strategies. The project will be designed in accordance with the sustainable design practices described by Cal Green State building code.
2.0 Consultant's Basic Services: Basic Services includes the services described in this Section
2.0, including subsections and subparagraphs.
2.1 Task 1: Architectural Program and Site Development Phase The Consultant shall confirm building goals and objectives in a PMT project kick off meeting. Based on the projected short-term needs, project site constraints, and City’s budget; develop one (1) site program and one (1) building program option, with two (2) space adjacency/bubble diagrams that address operational, functional and security requirements for review and input by the PMT.
2.1.1 Prepare a site analysis as it relates to the site program elements identifying opportunities and constraints.
2.1.2 Conduct up to five (5) user group interviews with the Police staff, for programmatic and space needs for the new facility.
2.1.3 Prepare a needs assessment and with inventory of program space needs summary.
2.1.4 Prepare Room/Space Data Sheets that outline the requirements for each room listed in the program space summary, including room requirements, environmental requirements, building service requirements, material and finish requirements, and FF&E requirements.
2.1.5 Prepare a site diagram based on the site program that includes site circulation, site program elements and building access points for the public, staff, materials, and deliveries.
2.1.6 Develop evaluation criteria from the goals and objectives.
2.1.7 Prepare a minimum of two (2) floor plan bubble diagrams (functional adjacencies and size) based on the programs for review and input by PMT.
2.1.8 Develop building and site design values for input by the PMT.
2.1.9 Prepare a preliminary project cost model that establishes a base project cost and separate line items for additional elements that could be potential additions or reductions to the project scope and cost.
2.1.10 Conduct technical meetings with City Staff to review and confirm the site program, the site plan, the building program, the bubble diagrams, and the preliminary code analysis.
Meetings:
Project Management Meetings (PMT) PMT # 1-4
User Group Meetings- Up to Five (5)
Technical Meetings- Three (3)
Deliverables:
Project Goals + Objectives
Evaluation Criteria
Site Analysis
Site and Building Program
Room/Space Data Sheets
Building and Site Design Values
Site and Building Bubble diagrams
Meeting Agendas & Minutes
2.2 Task 2: Preferred Site Alternative
The Consultant shall refine the preferred site and building alternative based on the direction from the PMT, develop a planning and building code analysis, develop a ROM project cost model, research and coordinate with pre-engineered and modular building manufacturers to refine the building and site design and develop the final conceptual design package.
2.2.1 Conduct one (1) technical meeting each with
Building/Planning/Fire/Safety departments to review the code analysis.
2.2.2 Conduct a user group workshops with the Police staff, to finalize the site and building design for the new facility.
2.2.3 Prepare and review with the PMT the ROM project cost model and probable construction cost corresponding to the refined concept design. s. 3 2.2.4 Based on the input from the PMT, the consultant shall the final concept drawings for the project that will include:
▪ Site and building programs with space descriptions,
▪ Architectural site plan, floor plan, and renderings
▪ Civil site and drainage plans
▪ Narrative description of the projects
▪ Project cost model
▪ Building program spreadsheet
Meetings PMT Progress Meetings #5-6
User Group Meeting
One (1) Technical meeting each
Building/Planning/Fire/Safety
Deliverables Concept Design Criteria design package (site and building programs, design drawings, Code analysis, ROM
project cost model.
Meeting agendas, exhibits, and minutes
III SUPPLEMENTAL SERVICES
3.0 Consultant's Basic Services: Basic Services includes the services described in this Section
3.0, including subsections and subparagraphs.
3.1 Task 2: SURVEY
3.1.1 Topographic Field Survey: BKF will provide the field work to prepare a complete Topographic Map for the project area. BKF will create current survey of the area to prepare a background of the current conditions. The topographic survey will be comprised of the following:
3.1.1.1 Field Survey – The Consultant shall complete the field work to prepare a Topographic Map for the subject property.
3.1.1.2 The limits of the topographic survey will approximately be as depicted in Exhibit A below. The topographic survey will be comprised of identified visible site features such as roadways, pavements, evidence of significant traveled ways, walls, fences, trees 6-inches and larger in diameter and visual utility infrastructure. We will obtain a succession of spot elevations to define the general terrain of the site and immediately adjacent improvements to produce mapping at a 2-foot contour interval.
3.1.1.3 Utilities - Utility infrastructure, as observable at or above the surface, within the mapping limits, including sewer, water valves, hydrants, meter boxes, storm drain and marked utilities, if encountered during the course of our field survey, will also be identified. The basic routing, inverts and orientation of the on-site gravity utilities will be identified based on field evidence and any available plans provided to the Consultant prior to commencement of the survey. If as-built drawings are not provided or are inconclusive when compared to the field evidence, only data at the dipped structures will be provided.
3.1.1.4 Locating of underground pressure pipe and dry utilities is not included.
Exhibit A:
4 3.1.2 Mapping – The Consultant will produce the mapping in an electronic format. Electronic mapping will be completed in an AutoCAD format and can be transferred and used by other team consultants for their work, as a courtesy.
3.1.2.1 The mapping is anticipated to be compiled at 1” = 10’, and will also indicate individual spot elevations at various locations throughout the site. BKF will take a series of photographs for future reference and documentation of current field conditions encountered during the time of our survey.
3.1.3 Boundary Survey: The Consultant shall perform a Boundary Survey and prepare a Boundary Analysis that will define the development parcel area.
While performing the field work associated with the topography, The Consultant will conduct field research for primary monumentation to establish boundary resolution. Once the research and reconnaissance has been completed, the Consultant will perform a boundary determination, which includes an analysis of the assembled evidence with respect to its relationship to the title and other documentary evidence.
3.1.3.1 Acquire Title Report – The City shall order a Preliminary Title Report hyperlinked to all record documents and supply the current Vesting Deed(s) for the property and deliver to the Consultant. The City shall pay this cost directly to the title company. Further, the Consultant shall have access to the title company at the City’s expense with respect to research fees, chains of title, etc.
3.1.3.2 Chains of Title and Additional Title Research – The owner shall order a Chain of Title for the subject properties and all immediately adjacent properties. Because each of the subject parcels is described by metes and bounds descriptions, and do not appear to be surveyed on any Recorded Map, the Consultant will need to investigate the 5 history and creation or alteration of each parcel. The Consultant cannot guarantee that these are the only records necessary and may need further information from the Title Company. At a bestestimated minimum please coordinate with the Title Company to provide Chains of Title for the adjacent properties as depicted in Exhibit A.
3.1.3.3 The Consultant will plot locatable record title encumbrances such as easements on the property based on a title report provided by the City. The City shall order a Preliminary Title Report hyperlinked to all record documents, supply the current Vesting Deed(s) for the property, and deliver to the Consultant.
3.1.3.4 The City shall pay this cost directly to the Title Company. Further, the Consultant shall have access to the Title Company at the owner’s expense with respect to research fees, chains of title, etc.
3.1.4 Record of Survey: The Consultant will prepare a Record of Survey Map in conformance with the requirements of the Professional Land Surveyors’ Act. (CA Business & Professions Code Chapter 15 – Article 1). A Record of Survey is necessary due to the fact that the subject boundary is created by deed description and is not shown on any publicly recorded maps. As the Record of Survey is necessary, according to the Professional Land Surveyor’s Act, this scope is a non-negotiable item in order for the Consultant to provide boundary information and analysis. City and County map check and recording fees are not included in this proposal.
3.2 Task 3: Design Criteria/Basis of Design Documents: 50% Submittal
3.3 Task 4: Design Criteria/Basis of Design Documents: Final Submittal
3.4 Task 5: Support During DBE RFP Process
3.5 Task 6: Support During DBE Best and Final Offer Negotiations
3.6 Task 7: Construction Phase based on hourly rates)
IV ADDITIONAL SERVICES
The following services are not included in the Consultant’s Scope of Basic Services and shall be provided if requested by the City. The Consultant shall be compensated for Additional Services in addition to compensation for Basic Services and Reimbursable Expenses. ▪ Services for subsequent project phases.
▪ Additional meetings beyond those identified in “Basic Services.” ▪ Technical/engineering studies, such as site survey, building seismic analysis, environmental studies, traffic studies, geotechnical assessment, etc. ▪ 2D or 3D scale models; computer animation (e.g., building fly-throughs). ▪ Services of Subconsultants to the Consultant other than those included in Basic Services or, Supplemental Services.
▪ Providing services to verify the accuracy of drawings or other information furnished by the City.
▪ Providing financial feasibility or other special studies. ▪ Providing cost estimates beyond what is included in Basic Services. ▪ Preparation of communication, marketing, and fundraising materials including PowerPoint, flyers, kiosks, animations, artist renderings, physical presentation models, videos, web design and content other than those included in Basic Services. ▪ Additional architectural images other than those included in Basic Services. ▪ Making revisions in drawings, or documents that require redundant efforts when such revisions are:
- Inconsistent with directions or instructions previously given by the City. 6 - Required by the enactment or revision of codes, laws or regulations subsequent to the preparation of such documents.
- Due to changes required as a result of lack of direction to the Consultant on time sensitive issues that result in either an impact to the project schedule or redundant efforts by the Consultant.
▪ Providing services required due to significant Project scope changes, including but not limited to, size, quality, complexity, the approved Project schedule, or the method of bidding or negotiating and contracting for construction.
▪ Site Surveys, including on site features, sub surface features, topography, boundary, survey, etc. other than those included in Basic Services or Supplemental Services. ▪ Testing and/or evaluation of any off-site utilities
▪ Hazardous material assessments or documentation of any removal or abatement if required. ▪ Preparation, attendance and follow-up for meetings or presentations that are in addition to those that are specified and budgeted in basic services or optional services. ▪ Preparation of LEED analyses, LEED credit evaluation and identification of probable construction costs and design fees associated with a LEED certification by the USGBC if requested by the City.
▪ LEED services including LEED project management services, preparation of LEED documentation, Design Phase LEED submission to USGBC, LEED-based reviews during Construction phase services, Construction Phase LEED submission, and other related services. ▪ Any other service not included in Basic Services or Supplemental Services.