____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Andrew Powell, Junior Engineer
April Miller, Public Works Director
City Manager Approval:
TOPIC: PICKLEWEED CHILDCARE REPLACEMENT PORTABLES PROJECT SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH LOVING CAMPOS ASSOCIATES, ARCHITECTS, INC. FOR ADDITIONAL ARCHITECTURAL
AND STRUCTURAL ENGINEERING DESIGN SERVICES ASSOCIATED WITH THE
PICKLEWEED CHILDCARE REPLACEMENT PORTABLES PROJECT, IN THE AMOUNT NOT TO EXCEED $33,700, FOR A REVISED TOTAL AGREEMENT AMOUNT OF $100,200.
RECOMMENDATION:
Staff recommend that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the professional services agreement with Loving Campos Associates, Architects, Inc. for additional architectural and structural engineering design services associated with the Pickleweed Childcare Replacement Portables Project in the amount not to exceed $33,700, for a revised total agreement amount $100,200.
BACKGROUND:
On May 13, 2024, the City entered into a task order agreement with Loving Campos Associates, Architects, Inc. (“LCA”) for architectural design services for the Pickleweed Childcare Replacement Portables Project. The scope of work included architectural and civil/electrical engineering plans sufficient to obtain a building permit from the City and construct the project.
ANALYSIS:
During site assessment and design development, the City discovered unforeseen conditions that the new portables require floodproofing in adherence with the City of San Rafael Municipal Code (SRMC).
The SRMC Section 18.50.010 requires the replacement portables to be elevated to a height equal to or exceeding one (1) foot above the base flood elevation plus predicted thirty (30) years settlement.
Elevating the replacement portables design requires additional architectural design services and the services of a structural engineer to develop structural foundation design drawings. a structural engineer Agenda Item No: 4.l
Meeting Date: April 7, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
to develop structural foundation design drawings.
FISCAL IMPACT:
The recommended action would authorize an additional contract amendment totaling $33,700, resulting in a revised, not-to-exceed amount of $100,200 for engineering and design services. The Fiscal Year 2024-25 Budget approved by the City Council on June 17, 2024, includes appropriations totaling $1.3 million within the Building Maintenance Fund (603) for the Pickleweed Childcare Replacement Portables Project. Existing appropriations within the project budget are sufficient to cover the proposed contract amendment.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt resolution as presented.
2. Do not adopt the resolution and provide further direction to staff.
RECOMMENDED ACTION:
Staff recommend that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the professional services agreement with Loving Campos Associates, Architects, Inc. for additional architectural and structural engineering design services associated with the Pickleweed Childcare Replacement Portables Project, in the amount not to exceed $33,700, for a revised total agreement amount $100,200.
ATTACHMENTS:
1. Resolution
2. First Amendment to Professional Service Agreement with LCA RESOLUTION NO.
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING AND AUTHORIZING THE CITY
MANAGER TO EXECUTE A FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH LOVING CAMPOS ASSOCIATES, ARCHITECTS, INC. FOR ADDITIONAL
ARCHITECTURAL AND STRUCTURAL ENGINEERING DESIGN SERVICES ASSOCIATED WITH
THE PICKLEWEED CHILDCARE REPLACEMENT PORTABLES PROJECT, IN THE AMOUNT NOT TO EXCEED $33,700, FOR A REVISED TOTAL AGREEMENT AMOUNT OF $100,200.
WHEREAS, the City of San Rafael entered into a Task Order Agreement dated May 13th, 2024, with Loving Campos Associates, Architects, Inc. (“LCA”), for preliminary architectural and engineering design services associated with the Pickleweed Childcare Replacement Portables Project, (the “Project”) in an amount not-to-exceed $66,500; and
WHEREAS, the City of San Rafael requires additional architectural and structural engineering design services from LCA to deliver the design phase of the Project; and WHEREAS, staff received a proposal from LCA for said services in a total amount not to exceed $33,700; and
WHEREAS, the approved FY2024-25 budget includes appropriations totaling $1.3 million within the Building Maintenance Fund (Fund 603) in support of this project, with such funds being sufficient to support the recommended contract amendment; and,
WHEREAS, staff has reviewed the proposal and found it to be complete and within industry standards;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
1. The City Manager is hereby authorized to execute a First Amendment to the Professional Services Agreement with LCA for additional construction administration services in the amount of $33,700 for a total contract amount of $100,200, in a form approved by the City Attorney.
2. The Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City on Monday the 7
th day of April 2025, by the following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk
v. Feb 2025 Page 1
City of San Rafael
SERVICE LEVEL AGREEMENT
DATED ____________________
WITH __________________________________________
TASK ORDER NO. _____
(Amendment to Task Order No. ____ Executed on___________________) Subject Title: __________________________________________________ Amendment Amount: $___________
THIS AMENDMENT TO TASK ORDER No. ____ is effective on
___________________, between the City of San Rafael, a municipal corporation ("City"), and _____________________________________, ("Contractor").
AGREEMENT TO AMEND TASK ORDER
1. Section 1 entitled “Scope of Services,” is hereby amended to include the additional services set forth in Exhibit A-__ of this Task Order Amendment.
2. Section 2 entitled “Date of completion; Work hours estimate; Cost estimate and budget; Fee schedule” is hereby amended to include the additional services, work hours estimate, cost estimate and budget set forth in Exhibit A-___, for an amount not to exceed $______________, changing the total not to exceed amount under the Task Order to $___________________.
3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Task Order shall remain valid and shall be in full force.
4. Signatures. The parties have executed this Amendment as of the date first written above.
City of San Rafael Service Level Agreement
Amendment to Task Order
v. Feb 2025 Page 2
CITY OF SAN RAFAEL: _________________________________
________________________________, _________________________________ Executed on:_______________________ APPROVED AS TO FORM:
Office of the City Attorney _________________________________ ________________________________, _________________________________ ATTEST:
City Clerk _________________________________
________________________________, _________________________________ CONTRACTOR: __________________________________ By: _______________________________ Name: ____________________________
Title: ____________________________
[If Contractor is a corporation, second
corporate officer signature required] __________________________________ By: _______________________________ Name: ____________________________
Title: _____________________________
Exhibits:
A-__ – Scope of Work
EXHIBIT A
SERVICES TO BE PROVIDED, PAYMENTS, SCHEDULE, AND DELIVERABLES
SERVICES TO BE PROVIDED
This is an Exhibit attached to, and made a part of the Amendment by and between Contractor and the City providing for the referenced services.
1. Description of the Work:
1.1 Description: Amendment #1 of Task Order #114 for the Pickleweed Childcare Replacement Portables project to include additional architectural design services for new concrete foundations, ramps, and stairs to required finished floor - of three (3) new portable buildings. Architect to retain the services of a Structural Engineer to provide Structural Foundation Design Drawings. Architect to provide Project Management and Administrative Services, including coordination of work with Structural Engineer and City of San Rafael Public Works Staff.
2. Basic Services:
The City has developed a general scope of work as described below.
2.1 Task 1 Architect to produce design drawings to include the design of concrete foundation for three (3) portable buildings and new ramps and stairs to - elevation (10 ft irty (30) year settlement.
2.2 Task 2 Architect to retain the services of a Structural Engineer to provide Structural Foundation Design Drawings for this work.
2.3 Task 3 Architect to provide Project Management and Administrative Services, including coordination of work with Structural engineer and City of San Rafel Public Works Staff.
When applicable, and
incorporated in Exhibit A as additional detail for list of services and payments included under this Contract.
PAYMENTS
1. The payment to Contractor under this Amendment shall not exceed the below amount, unless amended in writing by both parties:
$33,700
2. When applicable insert hourly rates here:
N/A
SCHEDULE
Architect to produce design drawings in accordance with Task Order #114 project schedule.
DELIVERABLES
Contractor Contract are enunciated throughout the Contract and include but are not limited to the following:
1. PROJECT DELIVERABLES
1. Architectural Drawings to include the design of the concrete foundations for the three (3) buildings and new ramps and stairs.
2. Structural Foundation Design Drawings.
ARCHITECT’S ADDITIONAL SERVICE REQUEST
590 Ygnacio Valley Road, Suite 310 · Walnut Creek, CA 94596 · 925. 944. 1626 1970 Broadway, Suite 800 · Oakland, CA 94612 · 510. 272. 1060 www.lca-architects.com
LCA Project #22031 | Task Order #114 | ASR 01
Date: February 21, 2025
Project: Pickleweed Childcare Replacement Portables
Owner: City of San Rafael, Public Works Department
Attention: Andrew Powell, EIT, Junior Engineer, Dept. of Public Works | [email protected] CC: Craig Veramay, Assistant Library and Recreation Director | [email protected] Subject: Additional Services Request for Services Beyond the Scope of Task Order No. 114, dated 5/13/2024:
Pickleweed Childcare Replacement Portables: Structural and Foundation Design – Three (3) Buildings Explanation: The Additional Services Request is for the following Scope of Work:
1. You need to elevate the three (3) new portables’ finished floor elevation to +11’-7”, which is one foot above the base flood elevation (10 ft BFE) plus 6” to 7” predicted thirty (30) year settlement.
2. The Architectural Drawings will include Design of the concrete foundation for the three (3) buildings and the new ramps and stairs.
3. We will retain the services of a Structural Engineer to provide Structural Foundation Design Drawings for this work.
4. We will provide Project Management and Administrative Services, including coordination of our work with the Structural Engineer and City of San Rafael Public Works Staff.
Architect, Fixed Fee: $13,000.00
Structural Engineer, Fixed Fee: $20,700.00*
ASR 01: Total Architectural and Engineering Fixed Fee: $33,700.00* *Includes 15% Consultant markup.
__________________________________ 2/26/2025_____________________________________________________________ Carl E. Campos, CEO, LCA Architects, Inc. Date Authorization of Additional Services Date Attachments: Exhibit A – LCA 2025 Fee Schedule
CEC/IF/mk: Proposal 57 – 2025
Under the conditions of the Architect’s Agreement for Professional Services in the Service Level Agreement, dated 4/22/2024, the Architect notifies the Owner of Additional Services, and the Owner hereby authorizes the Architect to perform these Additional Services. Work not specifically addressed in this request, shall not be implied or inferred to be included.
590 YgnacioValleyRoad,Suite310• Walnut Creek,CA94596•925. 944.1626 1970 Broadway, Suite800• Oakland, CA 94612• 510. 272.1060 www.lca-architects.com
EXHIBIT A
LCA ARCHITECTS, INC.
2025 HOURLY FEE SCHEDULE*
DESCRIPTION HOURLY RATE
Principal $300.00
Associate $250.00 to $280.00
Senior Project Architect $250.00 to $265.00
Senior Project Manager $245.00 to $250.00
Quality Control Manager $265.00
Project Architect $240.00
Senior Designer $250.00
Senior Project Designer $240.00 to $245.00
Project Manager $195.00 to $240.00
Construction Manager $220.00
Specifications Writer $220.00
Job Captain $230.00 to $250.00
CAD Tech $185.00 to 200.00
Project Designer $185.00 to $195.00
Senior Project Coordinator $185.00
Administration/Research/Presentations $185.00 to $240.00 Clerical $165.00
Architectural Animation – Preparation of
computer-generated views, renderings and
simulations of architectural interiors and exteriors.
Preparation of video “fly-bys,” walkthroughs, and
other simulations.
$240.00
Expert Witness – Review of documents, meetings,
site visits, telephone conferences, administration of
the documents and materials, research, deposition,
testimony, court appearances, and travel time.
$500.00
Perspective Sketches and Renderings, Visual
Simulations
On a Per Drawing Basis
Mileage (outside of the Walnut Creek area)
**as adjusted by IRS guidelines
$0.70/mile**
Copies, prints, CADD plots, photography, preparing and compiling .pdf sets, scanning, colored print mounting, postage, express shipping, and travel outside normal project requirements will be billed on a reimbursable basis: at cost plus 15%.
Overtime - If overtime is required by staff, to meet a customer’s timing request, additional hourly fee charges may apply. California employment law will apply. * Effective 01/01/2025. Subject to change quarterly.
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
RESPONSIBLE PARTY DESCRIPTION COMPLETED
City Attorney’s Office Review, revise as needed, and approve agreement as to form
Department Director Review and approve agreement
Risk Management
Email PINS insurance request to Contractor
Confirm insurance documentation is complete
Finance Review and sign off on funding availability
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department:
Project Manager:
Contractor Name:
Contractor’s Contact: Contact’s Email: