Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 AMENDMENT NO. 4 TO THE AGREEMENT
BETWEEN THE CITY OF SAN MATEO AND
SIEGEL & STRAIN ARCHITECTS FOR
DESIGN PROFESSIONAL SERVICES
($45,000 [Original Amount], $51,680 [Amendment 1], $265,434 [Amendment 2], $34,743 [Amendment 3], $506,694 [Amendment 4])
This Amendment is made and entered into _ by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California ("CITY"), and SIEGEL & STRAIN ARCHITECTS ("CONSULTANT").
WHEREAS, the CITY and CONSULTANT entered into an Agreement for Design Professional Services for Marina Library Improvements ("Agreement") on July 27, 2023; and WHEREAS, on December 8, 2023, CITY and CONSULTANT executed Amendment No. 1, which increased the scope of work and compensation in the amount of $51,680, for a total amount of $96,680; and
WHEREAS, on February 28, 2024, CITY and CONSULTANT executed Amendment No. 2, which increased the scope of work and compensation in the amount of $265,434, for a total amount of $362,114; and
WHEREAS, on July 22, 2024, CITY and CONSULTANT executed Amendment No. 3, which increased the scope of work and compensation in the amount of $34,743, for a total amount of $396,857; and
WHEREAS, CITY and CONSULTANT wish to amend the Agreement effective to increase scope, as described in Exhibit A attached and incorporated by reference, and to increase compensation for the services in the amount of $506,694 for a total amount of $903,551.
NOW, THEREFORE, the Parties agree as follows:
Section 5 of the Agreement is amended to read:
"Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee, based on a time and expenses reimbursement basis, in an amount of $903,551, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.
Contract Amendment Page 1 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 Cost adjustment for the second and subsequent year's annual fixed amounts will be made using annual indexes of the "Consumer Price Index for All Urban Consumers," Bay Area City Average, all items (1967=100) as published in the Monthly Review by the U.S.
Department of Labor, (CPI). The annual increase in rates is not to exceed CP or 3%, whichever is lower."
2. The attached Exhibit A, noted in this Amendment No. 4, hereby replaces the existing Exhibit A in this Agreement in its entirety.
3. The remaining terms of the Agreement remain in full force and effect. [SIGNATURE PAGE FOLLOWS]
Contract Amendment Page 2 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 IN WITNESS WHEREOF, CITY OF SAN MATEO and CONSULTANT have executed this Amendment No. 4 on
CITY OF SAN MATEO CONSULTANT
Sai Humah 8/5/2024
Matthew Fabry Date Susi Marzuola Date
Public Works Director Its Authorized Agent
President, Siegel & Strain
If a Corporation, can be either 1)
President or 2) Vice President plus
an additional corporate officer
(i.e., Secretary, Treasurer) who
shall sign below.
APPROVED AS TO FORM
Linh P. Nguyen Date
Assistant City Attorney
Contract Amendment Page 3 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84
EXHIBIT A
SCOPE OF SERVICES
I. Task 1: Project Initiation, Project Management, and Coordination Consultant shall perform the following project management activities to assist the City in Phase 1 (Pre-design) of the Marina Library Improvements Project (Project). This may include but not be limited to:
1. Finalize scope, fees, contract, and invoicing procedures
2. Finalize project schedule
3. Document project goals including those for sustainability
4. Gather and review relevant documentation: geotechnical reports, contract documents from previous San Mateo Library projects, existing building documentation, CASp reports, surveys, drawings, etc.
5. 1-hour weekly PM meetings via Zoom.
6. Coordination with City Staff and the other Project team members, which includes the Project's civil engineer, structural engineer, environmental consultant, constructability advisors, etc.
Task 1 Deliverables:
• Monthly Invoices and Progress Reports
II. Task 2: Building Condition Assessment
1. Walk building and site to evaluate condition of:
a. Existing building envelope and exterior finishes.
b. Mechanical, plumbing, and electrical systems.
c. Structural system components, including crawlspace
d. Interior finishes, furnishings, and equipment.
e. Accessibility compliance in reference to DAC's 2020 report.
2. Interview current maintenance and operations staff regarding building and site conditions - schedule simultaneously with site walk.
3. Coordinate with specialists regarding viability of foundation stabilization approaches:
a. Walk site with City arborist to evaluate condition of existing trees relative to foundation work.
b. Coordinate with Geotechnical report update, including recommendations for drainage and foundations.
c. Coordinate with foundation contractor regarding constructability approach. d. Coordinate with BKF civil engineers on site drainage strategies. e. Coordinate with environmental consultant for environmental review process
4. Summarize architectural, interiors, MEP, and structural findings in memo format:
a. Summary of existing conditions and information gathered. b. Identify relevant codes, code deficiencies, and thresholds at which specific codes will be triggered.
c. Make initial recommendations for conceptual design solutions to be explored. d. Identify additional studies required, such as waterproofing.
5. Develop up to two (2) Structural Conceptual Design options for stabilizing the existing foundation, formatted as PDF mark-ups.
6. Support cost estimating efforts by the City for the preferred Structural Conceptual Design.
Task 2 Deliverables:
Contract Amendment Page 4 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 • Condition assessment memos including plan markups as needed. • Up to two (2) Structural Conceptual Design options including structural design narratives for alternatives and thresholds for code triggers.
Task 2 Meetings:
• Team Site Walk and interview with Maintenance Staff, 2 hours at site. • One additional site meeting with specialists regarding foundation stabilization, as needed. • Work session with the City's project management team to review the existing building evaluation memos and plan next steps, one (1) 1-hour meeting via Zoom. • Work sessions with structural engineer and City's project management team to review draft structural design options, coordinate for structural cost estimating, and review cost estimate prepared by the City, two (2) 1-hour meeting via Zoom.
III. Task 3: General Consulting Services
Consultant shall provide limited general consulting services to additionally support the City with Phase 1 (Pre- design) of the Project. Consultant shall request the City's written authorization prior to commencing with any services as part of Task 3.
Task 3 Deliverables: To be determined.
IV. Task 4: Spatial Programming
1. Coordinate with Deputy City Librarian to gather information on the collection:
a. Quantity and types of volumes
b. How volumes are displayed
2. Interview Marina Branch Librarian and Supervising Librarian regarding:
a. Daily schedule, check-out procedures, program areas and activities (story time, hoteling, etc) b. Adjacencies and any other specific space attributes
c. Needs for furniture (shelving, tables, chairs) and equipment (computers, printers, auto checkout, etc.)
d. Constraints of the existing facilities
3. Develop a spatial program document listing use areas and requirements; and functional area diagram to confirm spatial program requirements.
4. Update project goals with information gathered in interviews Task 4 Deliverables:
• Spatial Programming and Functional Area Diagram
Task 4 Meetings:
• In-person interview with City Staff (e.g. City Librarian and Marina Branch Librarians) • Presentation of Spatial Programming, one (1) 1-hour meeting via Zoom • Two (2) 1-hour meeting PM meetings via Zoom
V. Task 5: Structural Foundation Stabilization Design Development & Construction Documents and Schematic Seismic Retrofit Design
1. Design Development for Foundation Retrofit
a. Perform preliminary calculations as required.
Contract Amendment Page 5 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 b. Prepare Design Development (DD) Drawings for the foundation retrofit from a Revit Model including foundation plans with member sizing as well as general notes and typical details.
2. Selective Demolition Plan for exploratory investigation of existing wall assemblies a. Develop a Selective Demolition Plan for the super structure to convey where finishes need to be locally removed to verify existing wall sheathing, sill anchorage, etc. The selective demolition is to be completed by an owner-hired contractor based on direction provided by ZFA b. Perform (1) site visit to observe structural after selective demolition has been completed.
3. Schematic Seismic Retrofit design of wood structure above foundation a. Perform preliminary calculations as required to validate seismic retrofit design. The seismic retrofit will be designed for 75% of the current Building Code requirements, which is in-line with the California Existing Building Code.
b. Provide Schematic Seismic Retrofit drawings via PDF markups on as-built and/or architectural drawings, with sufficient information to convey the design intent and allow a preliminary cost estimate to be performed by others if desired.
c. Schematic retrofit drawings to be incorporated into Conceptual Design Cost Estimate (see Task VI).
4. Structural Engineer Coordination:
a. Support environmental consultant with requested information b. Participate in development of Revit model (foundation only) such that it is coordinated with the full Revit model produced in subsequent design phases
c. Coordinate with City on destructive testing and pile testing including review of results d. Review of structural deliverables
e. Particulate in structural review meetings review cost analysis of the foundation and site work.
5. Develop structural foundation design to 50% CD level a. Prepare 50% Construction Documents structural foundation design, including:
1. Update Design Development structural drawings with project specific notes, details and schedules.
Il. Code summary
III. Demolition Plan sheets specifying structural and non-structural materials and elements to be demolished, protected in place, or replaced
Technical Specifications for foundation work only
V. Cost Estimate
b. MEP team to review and comment on non-structural demolition scope. Architectural and structural team to incorporate comments into design documents. c. Submit 50% Construction Documents to City for review
6. Develop structural foundation design to 90% CD level (Permit Submittal) a. Meet with City to review 50% CD documents, construction cost estimate, and City comments. b. Prepare 90% Construction Documents, including:
I. Update to 50% CD documents
Structural calculations for permit submittal
III. Revised Cost Estimate
IV. MEP team to review and comment on non-structural demolition scope. Architectural and structural team to incorporate comments into design documents.
V. Submit permit documents and cost estimate for review by City VI. Revise and submit permit documents for review by City of San Mateo Building Department
VII. Respond to up to two (2) rounds of plan check comments Contract Amendment Page 6 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84
7. Develop structural foundation design to 90% CD level (Permit Submittal) a. Meet with City to review 90% CD documents, construction cost estimate, permit comments, and City comments.
b. Incorporate permit comments, City comments, and full design team comments into Construction Documents.
c. Prepare 100% Construction Documents, including:
a. Update to 90%CD documents
d. Submit 100% Construction Documents to City
Task 5 Deliverables:
• Design Development (DD) drawings for the Foundation Retrofit • Selective Demolition Plan for exploratory investigation of existing wall assemblies • Schematic Design (SD) Seismic Retrofit drawings
• 50% Construction Documents, Drawings and Specifications • 50% Cost Estimate
• 90% Construction Documents, Drawings, Calculation and Specifications (Permit Submittal) • 100% Construction Documents, Drawings and Specifications Task 5 Meetings:
• Attend up to two (2) 1-hour virtual meeting to coordinate design work as it relates to the foundation retrofit
• Attend up to two(2) 1-hour virtual meeting to coordinate design work as it relates to the schematic seismic retrofit
• Design Development review with City
• 50% CD Review with City
• 90% CD (Permit Set) Review with City
• Pre-permit submittal meetings with Regulatory Agencies (up to 2) • Plan Check comments review meeting (2, if needed)
• Ongoing coordination and progress meeting (up to 6) with City VI. Task 6: Conceptual Design Options & Costing
1. Coordinate Develop Conceptual Design, including the following:
a. Up to three (3) draft conceptual architectural plan options. b. Concept for interior finishes and furnishings
C. Options for upgrades to mechanical, plumbing, electrical systems, fire suppression/alarm and roof assembly.
d. Support Civil Engineer in their development of site improvement e. Develop Conceptual Design Cost Estimating package
2. Revit Modeling of Existing Building, to be used as a basis for developing conceptual design options.
3. Site Design
Two (2) draft conceptual landscape plan options.
b. Preliminary fine grading study
c. Coordination with A/E team, as well as with City on neighboring development
4. Coordinate conceptual designs with proposed structural retrofit.
5. Develop Construction Cost Estimate of non-structural foundation scope
6. Prepare Conceptual Design presentation documents
Contract Amendment Page 7 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 Design team would further develop interior design and furnishings selections and document in a presentation-level document, including a rendered floor plan, precedent images, interior materials sample board, images of proposed furnishing and up to two (2) 3-d rendered views of the library interior. This document would be presented to stakeholders and would be intended to build enthusiasm for funding the interiors fit-out.
Document also to include a list of all proposed furnishings with list pricing.
7. Convene draft Conceptual Design meeting. Review options and designate a single preferred plan and additive alternative options to be included in the cost estimating package.
8. Coordinate conceptual design package with the State's California Energy Design Assistance (CEDA) program.
Task 6 Deliverables:
• Slide presentation from draft Conceptual Design review meeting including plan options, site plans options, precedent images for interiors, and analysis of MEP and structural options. • Conceptual Design Cost Estimating package including a conceptual floor plan and description of:
architectural improvements, furnishings and finishes, MEP systems, and landscape improvements.
Cost Estimating package to be organized as a single preferred floor plan and site plan with additive alternatives.
• Construction Cost Estimate based on Conceptual Design Cost Estimating Package, including additive alternatives
Task 6 Meetings:
• Draft Conceptual Design review meeting, one (1) 1.5-hour meeting via Zoom • Work sessions with City staff to select and organize options, coordinate approach to cost estimating, three (3) 1-hour meeting via Zoom held in lieu of weekly PM meetings. • Meeting to review Cost Estimate (1) 1-hour meeting via Zoom. • Three (3) 1-hour weekly PM meetings via Zoom.
• Three (3) 1-hour Zoom meetings with California Energy Design Assistance (CEDA) program administrator.
VI. Task 7: Construction Documents: Foundation & Non-Foundation Renovations
1. 50% Construction Documents Tasks:
a. Meet with City to review comments on Conceptual Design deliverables.
Prepare 50% CD Documents, including:
1. Architectural plans & detailing
Il. Building Demolition Plans (from Task 5)
Ill. Regulatory & Code Analysis Plans (from Task 5)
IV. Site Demolition Plan (by BKF, contracted separately by City) V. Grading & Utility Plans (by BKF, contracted separately by City) VI. Stormwater Management Plan (if required) (by BKF, contracted separately by City) VII. Structural foundation w/ notes, details and schedules (from Task 5) VIII. Structural framing & detailing
IX. Mechanical plans & detailing
X. Develop an Energy Model for code compliance
XI. Plumbing plans & detailing
XII. Lighting plan
Contract Amendment Page 8 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 XIII. Electrical service equipment and distribution replacement XIV. Power plan
XV. Low voltage plan diagram showing cable raceway and devices locations for technology system, security system cabling infrastructure, and fire alarm system components. (Low voltage systems design by vendors/designers/engineers contracted separately by City.)
XVI. Cut sheets for major equipment and fixtures
XVII. Technical specifications (narrative with TOC)
c. Incorporate results of Pile Testing into drawings and calculations d. Incorporate results of Exploratory Demolition into seismic retrofit construction drawings, calculations, and specifications
2. Permit Submittal & Bid Documents Tasks:
a. Prepare 50% CD cost estimate
b. Meet with City to review 50% CD documents and City Comments C. Meet with City to review 50% Cost Estimate
d. Develop site and building design to 90% CD level (Permit Submittal) I. Update to 50% CD documents
Il. Structural calculation for permit submittal (under Task 5) Ill. Cal Green checklist
IV. Title 24 Documentation
V. Cost Estimate
e. Submit permit documents for review by City
f. Submit permit documents for review by AHJ
g. Respond to up to 2 rounds of plan check comments
h. Develop site and building design to 100% CD level (Bid Documents) for Foundation & Non- foundation Renovations
Incorporate Permit comments & City comments into Construction Documents Il. Prepare 100% Construction documents, including update to 90% CD documents i. Submit 100% Construction Documents to City
Task 7 Deliverables:
• 50% Construction Documents, Drawings & Specifications (Table of Contents only) • Up to 2 internal team coordination check sets
• 50% Cost Estimate
• 90% Construction Documents, Drawings and Specifications (Permit Submittal) • 90% Cost Estimate
• 100% Construction Documents, Drawings and Specifications (Bid Documents) Task 7 Meetings:
• Ongoing coordination and progress meetings (up to 6)
• Meet with City to review results on Pile Testing
• Meet with City to review results on Exploratory Demolitions • Up to 4 internal team coordination meetings
• Meet with City/Library to review 50% CD documents, including material samples • Pre-permit submittal meetings with Regulatory Agencies (up to 2) Meet with City to review 90% CD documents, construction cost estimate, permit Contract Amendment Page 9 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 • comments, and City comments
• Plan Check comment review meeting (up to 2, if needed) VI. Task 8: Construction Documents: Interior & Landscape Renovations
1. Construction Documents Tasks:
a. Meet with City to review comments on Conceptual Design deliverables. b. Prepare 50% CD Documents, including:
1. Landscape Site Plan & detailing
Il. Tree Preservation Plan
Ill. Construction Plan
IV. Layout Plan
V. Fine Grading Plan
VI. Irrigation Plan
VII. Planting Plan
VIll. Furniture Plan & casework detailing
IX. Furnishings list
X. Technical specifications (narrative with TOC)
2. Permit Submittal & Bid Documents Tasks
a. Meet with City to review 50% CD documents and City Comments b. Construction Document Tasks:
1. Develop interiors and landscape/site design to 90% CD level (Permit Submittal) including update to 50% CD documents and Cal Green Checklist II. Respond to up to 2 rounds of plan check comments
Ill. Develop Interiors and Landscape design to 100% CD level (Bid Documents) including incorporating Permit comments & City comments into Construction Documents IV. Prepare 100% Construction documents, including updates to 90% CD documents V. Submit 100% Construction Documents to City
Task 8 Deliverables
• 50% Construction Documents, Drawings & Specifications (Table of Contents only) • Up to 2 internal team coordination check sets
• 90% Construction Documents, Drawings and Specifications (Permit Submittal) • 100% Construction Documents, Drawings and Specifications (Bid Documents) Task 8 Meetings
Up to 4 internal team coordination meetings
• Meet with City/Library to review 50% CD documents, including material samples • Meet with City to review 90% CD documents, construction cost estimate, permit comments, and City comments
IX. Task 9: Bid & Award and Construction Administration: Foundation & Non-Foundation Renovations
1. Tasks to assist City in Bid & Award Phase:
Manage Design Team through Bid & Award Phase
Attend bid walk, organized by City's Construction Manager (CM) Respond to Bidders' Requests for Information (RFIs) via CM. Responses to be compiled into addenda by CM.
Prepare Conform Set after bidder is selected
2. Tasks for Construction Administration Phase
Contract Amendment Page 10 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 a. Manage Design Team during construction administration Contractor Submittal Reviews and Shop Drawing Reviews
C. Contractor Substitution Requests Reviews (Up to 5)
d. Contractor Request for Information (RFI) responses (Up to 10) e. Prepare Supplemental Instructions (Up to 5)
f.l Prepare Construction Sketches (Up to 26)
Review of Change Orders when requested by the CM
Site Visits
3. Develop, review, and approve Punch List
4. As-Built drawings and documentation for all disciplines on design team.
5. Review Operations and Manual (O&M) submittals for accuracy and completeness.
Task 9 Deliverables
• Conformed Document Set, Drawings and Specifications
• RFI Responses
• Submittal and Shop Drawing Reviews
• Substitution Request Reviews
• Supplemental Instructions
• Construction Sketches
• Change Order Reviews
Punch List
• As-builts
• Review of 0&M Manuals
Field Notes for Site Visits
Task 9 Meetings
• Bid Walk
• Pre-construction Meeting
• Up to twenty (20) Construction Meetings lead by CM
• Up to twenty-two (22) Site Visits to review/observe progress of construction work • Punch List Walk
X. Task 10: Bid & Award and Construction Administration: Interiors & Landscape
1. Tasks to assist City in Bid & Award Phase:
a. Respond to Bidders' Requests for Information (RFIs) via CM. Responses to be compiled into addenda by CM.
b. Prepare Conform Set after bidder is selected
2. Tasks for Construction Administration Phase
a. Contractor Submittal Reviews and Shop Drawing Reviews b. Contractor Substitution Requests Reviews
C. Contractor Request for Information (RFI) responses
d. Review of Change Orders when requested by the CM
Site Visits
3. Interiors support to include:
Furniture order tracking (coordination with vendor once order have been placed) b. Provide services as needed to propose substitutes for furnishing and/or fabrics in response to product availability.
Contract Amendment Page 11 of 12
CAO Approved June 2024
Docusign Envelope ID: 9CA6C9F2-EFF8-4612-866C-DOCCC7545A84 C. Arrange and attend sit-tests
Attend furniture delivery and installation
Task 10 Deliverables
• Conformed Document Set, Drawings and Specifications
• RFI Responses
• Submittal and Shop Drawing Reviews
• Substitution Request Reviews
• Change Order Reviews
• As-builts
• Field Notes for Site Visits
Task 10 Meetings
Site Visits to review/observe progress of construction work Contract Amendment Page 12 of 12
CAO Approved June 2024