FOR THE COUNCIL MEETING OF APRIL 4, 2023
COUNCIL AGENDA REPORT
TO: City Council
FROM: City Manager
Prepared by: Director of Public Works
SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR FACILITY CONDITION
ASSESSMENT SERVICES
RECOMMENDATION:
That the City Council adopt a Resolution approving a Professional Services Agreement with Faithful+Gould to conduct Facility Condition Assessment services.
BACKGROUND:
A Facility Condition Assessment (FCA) provides facility owners with an understanding of the current conditions of their real estate portfolio. FCA's typically include the systematic inventory of building and site infrastructure components, determination of operational condition, documentation of observed deficiencies, and development of multi -year, prioritized forecast of costs for maintenance, repair, and capital renewal.
The City of Santa Maria currently owns and operates over 100 individual facilities which include offices, public gathering spaces, fire stations, operations yards for public works and parks, community centers, parks, restroom facilities, libraries, utility and mechanical spaces, totaling over 1.7 million square feet. The Department of Public Works is charged with maintaining these facilities and is responsible for forecasting future capital expenditures for each facility.
The objectives of conducting a comprehensive FCA includes, developing an inventory of building systems and equipment assets of each City property, identifying all existing backlog maintenance and deficient conditions against each asset in terms of Routine Maintenance, Deferred Maintenance, Capital Repair and Capital Renewal, calculating the costs for all identified projects, the development of present and future budgets, developing a ranking and prioritization of all projects by severity and anticipated life cycle that best takes advantage of available funds and improves the functional aspects of the facilities, and to provide a plan to strategically and efficiently reduce the current backlog of deferred maintenance.
DISCUSSION:
On October 7, 2023, the Department of Public Works issued a Request for Proposals (RFP) for the FCA Services. The RFP closed on November 18, 2022. Following the closure of the RFP, the submitted proposals were reviewed for consultant expertise and 1 availability to perform the FCA services. Of the proposals received, Faithful+Gould had the highest -rated proposal and was selected as the consultant to be recommended for the award of the professional services agreement by the selection committee.
Alternatives
1. The City Council can direct that negotiations be reopened with Faithful+Gould to modify the scope of work for the project. However, the scope of work is commensurate with the anticipated effort required to provide adequate services for land development and the Public Works Capital Improvement Program, and the fees are in line with industry standards.
2. The City Council can elect not to award the Professional Services Agreement to Faithful+Gould, reject the proposal, and direct the solicitation of new proposals.
However, the selection committee determined the Faithful+Gould proposal was responsive to the RFP. Faithful+Gould is an international firm with extensive experience and has completed numerous FCA's for other cities in California.
Environmental Review
The scope of work for the FCA Services would not create new environmental review under the California Environmental Quality Act. All projects to be inspected under this agreement would have had environmental review occur as necessary, separate from this agreement, prior to beginning construction and inspection.
Fiscal Considerations
There are no significant additional financial impacts to the City anticipated with this action.
Impact to the Community
The information developed during the FCA will be useful to various functions and levels of users within the organization and the public.
THOMAS M. KORMAN, P.E., P.L.S
Principal Civil Engineer
BRETT FULGONI
Director of Public Works
Attachments: A: Professional Services Agreement for Facility Condition Assessment Services 2 AGREEMENT FOR PROFESSIONAL SERVICES
FACILITY CONDITION ASSESSMENT SERVICES
This Agreement is made on April 4, 2023, by and between Faithful+Gould, a California Corporation ("Consultant") and the City of Santa Maria, a California Municipal Corporation and charter city ("City"), in Santa Maria, Califomia, based on the following recitals:
WHEREAS, City has determined it is in the public interest to proceed with the work hereinafter described as "Project"; and
WHEREAS, City does not have available employees to perform the services for the Project; and
WHEREAS, City has requested the Consultant to provide manpower to complete the Project; and
WHEREAS, Consultant is registered or licensed in California to perform desired services for the Project.
NOW, THEREFORE, IT IS AGREED:
1. Recitals true. The above recitals are true.
2. General.
2.1 Term and Termination. The term of this contract is two years, beginning on the date first written above. This contract may be extended by mutual consent of the parties. This contract may be terminated for breach of its terms or conditions, or because of discovery of any act which violates local, state or federal law. Termination is effective 14 days after deposit of notice as specified in this Agreement.
2.2 Services to be Performed. Consultant shall determine the method, details and means of providing Facility Condition Assessment services. More specifically, Consultant agrees to perform the specific services listed in Exhibit "A."
2.3 Citv's Duties. City's duties under this Agreement are to cooperate with Consultant in the performance of the contract and timely pay invoices.
2.4 Payment. Payment terms under this Agreement are listed in Exhibit "B."
2.5 Insurance. Consultant shall provide insurance as listed in Exhibit "C."
2.6 Exhibits. Exhibits "A," "B," and "C" are attached and incorporated.
3. Consultant's Obligations.
3.1 Minimum Amount of Service. Consultant shall devote sufficient time to perform services under this agreement efficiently and effectively. Consultant may represent, perform services for and be employed by additional individuals or entities, in Consultant's sole discretion, as long as the performance of these extra -contractual services does not interfere with or present a conflict with City's business.
3.2 Tools and Equipment. Except as otherwise stated in this Agreement, Consultant will supply all tools and equipment necessary to perform this Agreement.
3.3 Status. Consultant (including its employees) is an independent contractor and all persons working for or under the direction of Consultant are its agents or employees and not agents or employees of the City. No employer/employee relationship exists between Consultant and the City.
Consultant's assigned personnel shall not be entitled to any benefits payable to employees of the City. The City is not required to make any deductions or withholdings from the compensation payable to Consultant under this agreement. Consultant (as a business entity, including its employees) is a "design professional" as defined by Califomia Civil Code section 2782.8(c)(3).
3.4 Indemnification. To the fullest extent permitted by law, the Consultant shall indemnify, defend (with independent counsel approved by the City) and hold harmless the City, and its directors, officers, and employees from and against all liabilities (including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, including but not limited to reasonable attorneys' fees, court costs and costs of alternative dispute resolution) regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless, or willful misconduct of the Consultant including its employees. The provisions of this paragraph survive completion of the services or the termination of this contract. The provisions of this Section are not limited by the provisions of the Section relating to insurance.
Further, Consultant will defend and indemnify City, and hold it harmless, from any claim, demand or liability that is related to, or results from an assertion that as a result of providing services to City, an employee of Consultant or a person performing work pursuant to this Agreement is entitled to benefits from, or is covered by, the California Public Employee Retirement System.
4. Miscellaneous
4.1 Notices. All communication relating to the day-to-day activities of this Agreement shall be exchanged between a designated representative of the City and a representative of Consultant, listed below. All notices shall be addressed as follows unless a written change is filed with the City:
To City:
Thomas M. Korman, P.E.,
P.L.S.
Principal Civil Engineer
110 East Cook Street
Santa Maria, CA 93454
To Consultant:
Dean M. Leonard, Vice
President
3100 Bristol Street
Costa Mesa, CA 92626
If the designated representative or address of either party changes during the term of this agreement, a written notice shall be given to the other party prior to the effective date of change. Any written notices required under this agreement shall be effective five (5) days after deposit into United States mail, postage prepaid, addressed to the designated representative, or upon confirmation of receipt of delivery if another notification process is used.
4.2 Compliance With Laws, etc. Consultant shall comply with all laws, including but not limited to the rules and policies of the City, in performing this agreement.
4.3 Integration. This agreement constitutes the entire agreement of the parties with respect to the subject matter. All modifications, amendments, or waivers of the terms of this agreement must be in writing and signed by the appropriate representatives of the parties.
4.4 Interpretation. This agreement shall be interpreted in accordance with the laws of the State of California.
4.5 Jurisdiction. Jurisdiction and venue of all disputes over the terms of this agreement shall be in the County of Northern Santa Barbara, State of California.
4.6 Warranty of authority. Each person signing this agreement on behalf of a party warrants that he or she has authority to do so.
4.7 No Waiver. Failure to enforce with respect to a default shall not be construed as a waiver.
4.8 Severability. The provisions of this agreement are severable. If any part of this agreement is held invalid by a court of competent jurisdiction, the remainder of the agreement shall remain in full force and effect unless amended or modified by mutual written consent of the parties.
4.9 Submittals. In addition to any other submittals required by this agreement, Consultant shall submit copies of its current business license and current certificate of workers compensation coverage to the City before beginning work on this project.
4.10 Prevailing Wage. If applicable, Consultant and all subconsultants are required to pay the general prevailing wage rates of per diem wages and overtime and holiday wages determined by the Director of the Department of Industrial Relations under Section 1720 et seq. of the Califomia Labor Code.
The Director's determination is on file and open to inspection at www.dir.ca.gov and is referred to and made a part hereof; the wage rates therein ascertained, determined and specified are referred to and made a part hereof as though fully set forth herein.
4.11 City Approved Staff. Public Works Director shall approve Consultant project manager assigned to the project. Consultant shall not change staffing without prior written approval.
IN WITNESS WHEREOF, this agreement is executed by the parties on the date first written above.
Faithful+Gould CITY OF SANTA MARIA, a political subdivision of the State of California
Dean M. Leonard Brett Fulgoni
Vice President Director Public Works
ATTEST:
Rhonda M. White, CMC
Chief Deputy City Clerk
APPROVED AS TO FORM:
RisK9anager
City Attomey
EXHIBIT "A"
SCOPE OF SERVICES
Section 3 - Preliminary Work Plan
A. Understanding and Technical Approach
We will follow the five key steps listed below to effectively manage facility and infrastructure assets:
1. Establish baseline asset inventory and important management information or features of the assets
2. Establish meaningful baseline data about asset conditions through a detailed, structured assessment process
3. Estimate short- and long-range asset renewal needs over the next 20 years using the data obtained from actual field analysis
4. Utilize decision -support models to determine priorities and alternate reinvestment rates to obtain desired asset conditions
5. Communicate the asset condition and impact on mission support to governing boards, senior management, and line management responsible for maintaining the portfolio Faithful+Gould recognizes the issues surrounding working in occupied environments. We understand and are committed to minimizing disruption and maintaining a safe and orderly working environment.
Additionally, we will plan our efforts in advance and conduct well -integrated, timely communication and project planning in accordance with our COVID-19 precautions.
Faithful+Gould will implement our market -leading methodology and approach to FCAs for City of Santa Maria that exceeds the industry ASTM E2018:15 Standard Guide for Property Condition Assessments.
Six -Phase Methodology and Execution Plan
Faithful+Gould's approach to FCA is key to our success in delivering strategic advice to clients for more than 65 years. Our deliverable is best described through the six phases of our project methodology and plan shown below, which outlines the key high-level tasks and milestones.
Phase 1
1. ASSESSMENT
PLANNING
2, ON.SITE DATA
CAPTURE
ANALYSIS OF DATA & REPORT
DATA SETS 4• PREPARATION
5. 3.
u
QUALITY STRATEGIC NEEDS
ASSURANCE �• / CAPITAL PLAN
Assessment Planning
The planning phase consists of submission of a detailed milestone project schedule. gathering existing facility asset data and establishing points of communication and access prior to the assessment team's arrival on site.
City of Santa Maria. Facilities Condition Assessment 1 November 18, 2022 Faithful+Gould
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data on a structured flat file spreadsheet mapped to the existing system or future (CMMS) to manage equipment preventative maintenance and ongoing capital needs. Our goal is to provide you with accurate data which the City can utilize across your organization as a basis to maintain the equipment over its lifetime.
Equipment Barcoding / QR codes: We have facilitated the installation of durable bar codes or an optional QR Code on inventoried equipment for many clients. Barcodes have a minimum 10 -year manufacturer's outdoor life and are chemical resistant, tear proof, and smudge proof.
These labels will be sequentially numbered with a barcode format Code39 (or often referred to as Code 3 of 9) symbology which allows the use of digits and characters. The installation of equipment barcodes will not only allow the mobile identification of equipment in the future CMMS system, but a potential re- assessment in five -years' time to be more efficient as assets can be updated by scanning the barcode to bring up the equipment data.
Taking Assessment to a New Level
As part of our standard deliverable, we will utilize the recognized industry hierarchy for classification of assets called UNIFORMAT II which aligns with all major CMMS systems. We understand that UNIFORMAT II has three major levels of
asset classifications with a suggested Level
4. Faithful+Gould recognizes the need for
accurate detailed replacement costs of
identified equipment.
Typical condition assessments are
conducted at the system Level 3 or 4. Our
standard methodology is based around a
more detailed forensic style approach
conducting assessment at a more
detailed component Level 5 which will
provide you with a more accurate
replacement schedule and costs plan but
also be multifaceted speaking to both the
CapEx and the OpEx needs.
Phase 3
SETTING THE BAR IN FACILITY CONDITION ASSESSMENTS
SURPASSING INDUSTRY STANDARDS
UNIFORMAT II CLASSIFICATION OF ASSETS
UNIFORMAT UNIFORMAT UNIFORMAT UNIFORMAT UNIFORMAT
LEVEL LEVEL LEVEL LEVEL LEVEL
SFR."ICFS
HVAC
HEM
GENERATING
SYSTEMS
Analysis of Asset Data
Our approach is centered on understanding the component deficiency, failure modes, and triggers of asset equipment, facility systems, and site improvements to develop a comprehensive management tool for future implementation of program recommendations. We will evaluate the component lifecycle of each system and equipment over a suggested 5 -10 -20 -year planning horizon or longer depending on the lifespan of the equipment.
When developing a recommended lifecycle assessment, we do not rely upon published statistically estimated useful life (EUL) data, which does not consider site -specific factors. Most assessment programs aim to automate the process of determining the lifespan of equipment by calculating the manufacturer's estimated life with the year in service which is an inaccurate methodology.
Faithful+Gould understands that repairs and asset replacement needs may be required due to several contributing factors including not only Age (calculated method), but Maintenance Levels, LocaYinn.. and the Utilization of the asset or system. Our experienced assessors will make the necessary adjustments to the benchmark data to reflect the conditions and factors associated with deficiency to provide a more realistic lifecycle assessment and capital expenditure plan.
City of Santa Maria, Facilities Condition Assessment I November 18.2022 Faithful+Gould Page 48 of 70
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Working with the various facilities staff, our team will assist and develop project -specific policies and procedures to provide consistent, relevant, and quality product deliverables.
Included in this phase, Faithful+Gould will interview key staff to better understand asset usage, maintenance history, and related items that affect rates of consumption (i.e., wear and tear) that reduces useful life.
This phase will incorporate multiple sources of information to assist the assessment team in making field determinations.
Additionally, we will meet with facility staff to understand their data transfer needs.
Covid-19 Precautions
Faithful+Gould recognizes the issues surrounding working in occupied environments. We understand and are committed to minimizing disruption and maintaining a safe and orderly working environment. Additionally, we will plan our efforts in advance and conduct well -integrated, timely communication and project planning in accordance with our COVID-19
precautions including local city, county, and state Covid-19 mandates. The project manager at the commencement of each assessment will compile our safety risk assessment plan including a Covid-19 risk assessment. The team will review all identified risks and mitigations and sign off on the plan prior to visiting site. Daily toolbox talks will be held at the beginning of each day to comply with our STEP -BACK policy of stepping back and reviewing the risks associated with the buildings and tasks to be performed that day.
Our goal is to provide the City of
Santa Maria with the information
to be strategic and efficient to
reduce the current backlog of
deferred maintenance, identify
energy conservation measures.
and improve the functional
aspects of the subiect facilities.
Phase 2
On -Site Data Capture
Wth knowledge and insight from the planning phase, our
assessment team will carry out a thorough condition
assessment of all buildings and conduct and update / reconcile the asset inventory of all systems and equipment in
accordance with the scope of work. We will utilize the latest mobile computing technologies with the use of handheld iPads.
This technology not only provides efficiency in data capture but reassurance that each assessor is working with quality -assured procedures by capturing data in the same way to a pre -defined scope and workflow developed to meet the goals of the project.
Our assessment teams will inspect and carry out a detailed visual assessment of systems and equipment in each building and not just a high-level walkthrough of major systems. We will determine the current condition, average remaining useful life expectancy, assessment of building security, code violations, reason for the deficiency, and effect on the structure or occupancy together with required maintenance and repair works in accordance with the developed scope. This includes performing the assessments in accordance with the ASTM E2018-15 Standard Guide for Property Condition Assessments.
Asset Inventory
Wth the use of handheld iPads, our assessment teams will inventory maintainable equipment within each building at the more granular Uniformat II level 5 component level unique to Faithful+Gould. We understand the full digital asset management process where preventative maintenance tasks are performed on system components and not systems, therefore, it's imperative to capture the data during the FCA at the right level and not the typical system Uniformat level 3. We then prepare all equipment City of Santa Maria. Facilities Condition Assessment 1 November 18, 2022 Faithful+Gould Page 47 of 70
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"COYLE,
For each asset we will determine:
. Manufacturer
. Unit
. Estimated Useful Life (EUL): expected life
from the time of installation to expected
replacement
Model #
. Capacity
. Remaining Useful Life (RUL) an evaluation of
where the asset sits in its lifecycle and how
many years left to replacement
. Serial #
. Location
. Level of Preventative Maintenance:
maintenance performed on the asset which
may result in an extended life
. Install Date
. Condition rating
. Geographic Location: atmospheric and
environmental conditions greatly affect the
EUL of equipment
. System Type
. Current damage,
deficiencies, or failure
. Utilization Rate: The EUL of assets can be
significantly affected by the rate of utilization.
. Asset
Classification
. Last certified inspection
. Cause of Failure/Deterioration: Is the asset
deteriorating in line with age? Or is some
other factor causing an accelerated rate of
deterioration?
. Tag
. Bar/QR Code
. Potential for energy conservation measures
. Representative Photographs
Data Analysis / Evaluation and Recommendations
Faithful+Gould will analyze the condition data collected and determine the cause and impact of the deficiency on the operation of the facility. We will utilize the Facility Condition Index (FCI) to benchmark asset conditions across the City portfolio. We will calculate the FCI for the facilities, illustrating the current and likely condition of the systems and equipment over time.
The graphic below illustrates the FCI calculation. The higher the value of repairs, the higher the FCI will be.
Example FCI Chart
FCI _ Value of Maintenance. Repair & Replacement of the Asset (DM) Current Replacement Value of the Facility(s) (CRV)
MIMMuI111uiuiiiiiii
0% 5% 1 t r 60% 100%
City of Santa Maria, Facilities Condition Assessment I November 18.2022 Faithful+Gould Page 49 of 70
Facility
Gross
Square
Footage
Current
Replacement
Value (S)
Immediate
Capital
Needs ($)
Total Capital
Needs Over
10 Year
Study Period
(S)
Current Year 10
Year FCI FCI Rating
Rating %
Boys and Girls Club
32,590
$15,707,000
$1,243,657
$2,562,393
7.9% 16.3%
Center for the Arts
55,000
$16,000,000
$4,166,856
$6,454,611
26.0% 40.3%
16.7% 55.4%
Police Sub station
21,841
$4,368,200
$729,931
$2,421,619
Municipal Court
32,000
$6,400,000
$359,148
$1,560,710
5.6% 24.4%
City Hall Building A
98,774
$49,387,000
$733,449
$1,915,040
1.5%
39%
City Hall Building B
19,714
$8,871,300
$7,829
$261,777
0.1%
3.0%
City Hall Building C
12,940
$6,450,000
$0
$222,246
0.0%
3.4%
City Hall Building D
6,264
$1,252,800
$46,103
$393,479
3.7% 31.4%
City Hall Parking
Garage
141,624
$9,913,680
$1,044,611
$3,913,610
10.5% 39.5%
Community Center
37,621
$7,357,935
$2.040,914
$3,259,829
27.7% 44.3%
Desert Breeze Police
Sub -Station
21,253
$6,365,400
$6,850
$1,474,369
0.1%
23.2%
Desert Breeze
Railroad
4,000
$800,000
$0
$76,999
0.0%
9.6%
Environmental
Education Center
11,180
$3,060,000
$349,202
$639,173
11.4% 20.9%
Fire Admin Building
18,700
$3,740,000
$299,414
$688,850
8.0% 18.4%
Fire Station 1
13,816
$2,985,811
$5,000
$214,596
0.2% 7.2%
Fire Station 10
10,264
$2,898,000
$101,292
$673,639
3.5%
23.2%
2.3%
Fire Station 11
11,045
$2,761,250
$0
$62,783
0.0%
Fire Station 2
7,868
$2,060,319
$526,217
$911,114
25.5% 44.2%
Fire Station 3
12,350
$3,276,144
$551,390
$668,276
16.8% 20.4%
Fire Station 4
8,172
$2,027,803
$863,074
$1,187,701
42.6% 58.6%
Fire Station 5
8,320
$2,271,495
$100,786
$222,137
4.4%
98%
Fire Support Building
17,060
$4,143,065
$204,656
$1,088,483
4.9%
26.3%
Fire Training
11,250
$1,475,200
$221,651
$505,098
15.0% 34.2%
Fleet/Central supply
46,330
$11,023,000
$4,019,460
$1,538,091
$5,292,278
14.0% 48.0%
14.4% 17.9%
Information
Technology
17,961
$580,138
$720,505
Main Library
64,000
$15,950,361
$2,784,465
$4,037,688
17.5% 25.3%
Main Police
Department
Totals
77,989
$16,570,732
$2,283,235
$6,869,179
13.8% 41.5%
819,926
$211,135,955
$20,787,958
$48,298,184
9.8% 22.9%
City of Santa Maria, Facilities Condition Assessment I November 18.2022 Faithful+Gould
Priorities
The development of a methodology to determine the priority of each deficiency is crucial to the success of any FCA. Through consultation with the City of Santa Maria's executive team and facilities staff, we will develop a capital asset strategy by creating prioritization and deficiency categories that will be applied to each identified deficiency or action.
This will create additional consideration factors to provide strategic analysis and stakeholder reporting on different work priorities and potential budget streams.
The priorities and deficiency categories below are suggested and can be applied to each identified repair action. With an understanding of priority criticality of each action, the City of Santa Maria will be able to effectively apply available funding to the most urgent and needed actions, based upon criticality, and will be able to develop a list of less critical actions that could be deferred to future fiscal years.
Priority Categories (Suggested)
Priority 1
Life Safety /Code Compliance /
ADA
Compromises staff or public safety or when a system
needs to be upgraded to comply with current codes and
standards
Priority 2 Currently
Critical
A system or component is inoperable or
compromised and requires immediate action
4(4=61
et
Maintain the integrity of the facility or component and replace those items that will exceed their expected
useful life within the study period
The following is an example of the necessary expenditure required, based on the criticality or priority of the action included in the Executive Summary of each report:
580,000.00
570,000.00
560,000.00
550,000.00
540,00000
$3o,000.00
520,000.00
$10,000.00
50.00 518,750.00
$12,500.00
575,874.98
Prior rty l Prgr rty 2 Pr,0r rty 3
Advanced project prioritization model
Any successful capital plan needs a method of ranking and scoring the priority of each identified deficiency that can be rolled up into executable projects to assist in the decision -making process of competing needs. We often see a standard prioritization as illustrated above ranking deficiencies 1 through 3 based on the criticality of the recommended action and we can follow the prioritization criteria noted in the RFP. We recommend, however, with large programs of capital needs a more informed prioritization model to provide a more advance ranking of recommended actions. The following table provides a summary of the scoring criteria rating the criticality of the building to the operations. Next, we look at the rating of the systems within the hierarchy on the basis that Fire & Life Safety systems have a City of Santa Maria, Facilities Condition Assessment 1 November 18, 2022 Faithful+Gould Page 51 of 70
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higher rating than re -painting a wall for example. The next consideration is the Facility Condition Index (FCI) as those systems that are currently in Poor condition are a higher priority and lastly the Remaining Useful Life (RUL) of the equipment is factored into the overall Prioritization Matrix.
Capital Projects Prioritization Matrix
Deficiency Categories (Suggested)
We have illustrated below typical or suggested deficiency categories Plan Type 1
Deferred Maintenance
Maintenance that was not performed when it was scheduled or past its useful life, resulting in immediate repair or replacement Routine Maintenance
Plan Type 3
Capital Renewal
maintain and preserve the condition
Planned replacement of building systems that have reached the end of their useful life
Plan Type 4 When the repair or replacement of equipment or systems is Energy & Sustainability recommended to improve energy and sustainability performance
The following is an example of the necessary expenditure required based on the suggested plan type criteria included in the executive summary of each report:
$100,0oo.Do
580.00000
560.000.00
540.00000
$20.00000
$0.00
534.500.00
513,500.00
510'..2=.000
1 $19,243.00
Plan Type l Delayed Mai ntmance plan Type 2 Routine Maintenance Plan Type 3 Ca peal Renewal plan type a Enermy& Sustanab.hty Cost Estimating
Our assessors are supported by a consistent group of professional cost estimators with experience supporting government clients. This group will be responsible for developing cost estimates for all repair and replacement projects that arise from the FCA. They will leverage historic data to develop accurate and defensible opinions of cost during this program. One of the fundamental aspects of a successful City of Santa Maria. Facilities Condition Assessment 1 November 18, 2022 Faithful+Gould Page 52 of 70
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FCA program is the accurate costing of recommendations. This is even more important when dealing with smaller facilities.
Our local market knowledge and cost estimating expertise services sets our service offering apart from other vendors. We have one of the most comprehensive databases of unit rate costs outside of national publications. Our team will use this data, as well as cost data from RS Means, to provide relevant and accurate pricing. Cost estimates will be provided with line -item capital expenditure forecast included in the data migration into the CMMS System and each FCA report. The repair / replacement costs we provide the City will be a powerful tool in developing project budgets and requesting funding.
Our understanding of local markets and the nuances of executing work for government clients as well as our extensive historical cost data will all be factored into our budget recommendation. This means your funding requests are accurate and defensible and
project budgets are realistic, making effective use of
every dollar requested and spent.
We recommend for budgeting purposes, either applying
an average estimated soft cost percentage across the
board to all the construction project costs as the
example breakdown below or condition analysis of the
strategic plan to determine the procurement strategy
and apply a typical percentage soft cost to the
applicable projects.
Phase 4
Example Build-up of Soft -Costs
General Requirements
1%
General Conditions
13%
GC Profit
6%
Insurance
2%
Payment & Performance bond
1%
PM
10%
A&E Design fee
10%
Permit fees
2%
Total Soft Costs
45.00%
Data and Report Preparation
We will prepare comprehensive narrative and statistical reports for each facility. The focus of the reports will be to provide comprehensive and defendable information that will support strategic decisions about the economic use and viability of facilities and assets with charts that will summarize the prioritized budget expenditure for repair, maintenance and lifecycle component replacement needs in the form of reserve studies. We will develop cost information supporting the inventory and replacement value of the assets.
Appendices will contain structured spreadsheets with capital asset inventory data, cross-referenced digital photo logs in support of the deficiencies noted during the assessment, methodologies, scope and definitions used. We will prepare and issue, in addition to the individual building reports, a combined executive report pulling together all the results and needs across the City of Santa Maria buildings into one holistic report for stakeholder reporting.
The repair / replacement costs we provide the City of Santa Maria will be a powerful tool in developing project budgets and requesting funding. For example, if replacing the roof of an
80.000 square foot facility within the City of Santa Maria would provide a $sf costs. What a statistical approach does not consider is the specific location of the facility or the impact of labor and material costs, the needs for asbestos abatement, etc. Our understanding of local markets and nuances executing work for multiple California cities, as well as our extensive historical cost data, will all be factored into our budget recommendation. This means your funding requests are accurate and defensible and project budgets are realistic, making effective use of every dollar requested and spent.
All data produced as part of the site assessment and report development will be exported into flat mapping file spreadsheets containing asset lifecycle deficiencies together with maintainable equipment data which can be used to upload into the clients CMMS system.
City of Santa Maria, Facilities Condition Assessment 1 November 18, 2022 Faithful+Gould Page 53 of 70
Faithful+Gould will work closely with the City's project leader and key stakeholders to ensure an agreeable schedule that is minimally disruptive to City staff, visitors, and the public. We will partner with the City to review each Facility Condition Assessment Report.
In addition to our standard Facility Condition Assessment deliverable, Faithful+Gould offers supplemental services that can provide The City robust help to analyze and understand its portfolio of buildings. We have outlined one of our supplemental services on the following page.
C. List of Deliverables
We reconfirm that we will deliver:
• A baseline assessment of existing and future condition and lifecycle replacement of all systems and equipment at the component level
• An analysis of the current deferred maintenance needs • A FCI score for each building across the portfolio
• An advance prioritized capital and repair plan which assists in the process of making decisions about the priority of the capital plan involving multiple criteria and multiple parties • Comprehensive written FCA reports for each building
• An executive summary report aggregating the results of the individual building report, which provides a holistic city-wide view of the needs
• Stakeholder City Council presentation of results
• An updated equipment inventory of maintainable equipment • Refreshed barcodes to all maintainable equipment if needed Options for continuing a digital asset management journey Applying our experience
> In our work with the Architect of the Capitol (AOC), we prioritize all proposed maintenance projects by risk.
> All funding requests for AOC projects must go to Congress for approval. By providing clarity on the consequence on inaction in our report, there is a real understanding of why a particular project is high risk, and a higher likelihood of approval. > The value of the level of detail in our assessments was also realized by the State of Utah. What began as a $250,000 / year contract to meet a statutory requirement has grown by approximately 500% due to the improvements we have implemented.
Our condition assessment reports have helped multiple state agencies make cases for funding and secure that funding to improve building conditions.
D. Sample Deliverables
Sample Deliverables can be found in Appendix A.
City of Santa Maria, Facilities Condition Assessment I November 18.2022 Faithful+Gould Page 57 of 70
FAITHFUL 1oauLo
Phase 5
Quality Assurance Review
The Faithful+Gould team will perform a management overview function throughout the project, so activities meet the commitments and the intent of the State. Faithful+Gould has implemented various intemal procedures related to work quality. We have successfully completed the Lloyds Registered Quality Assurance Registry and hold the following certifications: ISO 9001 for Quality Management Systems (QMS), ISO 14001 for Environmental Management Systems (EMS) and OHSAS 18001 for Occupational Health & Safety Management Systems (SMS).
We will utilize the strict quality standards in accordance with our ISO 9001 quality assurance practice.
For this project, Jennifer Ryder will take a leadership role in overseeing that our internal processes are maintained and that industry -recognized standards are current. We recognize the importance of a collaborative approach and value client input and feedback at key milestones of the project. Reports will be issued to facility staff on a phased basis throughout the duration of the project. Our project team will meet with facility staff and walk through the initial phase reports to provide an opportunity to review the content and layout and make any necessary amendments to the deliverable. The client can engage in client reviews of each phase throughout the course of the project to make sure the project and deliverables are meeting their expectations.
Phase 6
Preparation of Strategic Plan
Our FCA service will provide City of Santa Maria with a solution to support your business decisions. We will work with, and assist in preparing, a strategic plan to correct the deficiencies and actions identified through the assessments.
The plan will provide a foundation for informed decision -making regarding asset, facility, and infrastructure condition, multi -year capital budgeting, cost -saving measures, capital project planning, and functional adequacy.
Our methodology and approach will address the cycle of backlog maintenance and escalating reactive and preventative maintenance. The FCA and Strategic Expenditure plan will result in a higher maintenance and capital improvement budget.
Our work with the City of Manhattan Beach team, for example, converted the FCA data into a strategic capital planning tool identify prioritized projects and grouping them into meaningful executable projects with budget projections that fed into the CIP budget process that we presented to the City Council.
City of Santa Maria, Facilities Condition Assessment 1 tNovember 18.2022 Faithful+Gould Page 54 of 70
EXHIBIT "B"
PAYMENT
I. Progress Authorization
Written authorization to proceed from the City authorizes the Consultant to generate the not -to -exceed cost of ONE HUNDREAD NINETY-NINE THOUSAND DOLLARS EIGHT HUNDRED FORTY-FIVE ($199,845) in fees for all work under this contract. City shall prepare written authorization to proceed for specific tasks prior to authorization. These tasks shall be determined on an as -needed and on -call basis.
1 1 . Invoice procedure.
A. Individual task orders will be created under this Master Agreement for the completion of each task and billed according to the attached rate sheet.
B. The Consultant shall present the bill for charges by the second day of the month.
C. The Consultant's bill shall be substantiated by appropriate documentation, and include an itemized listing of personnel, subConsultants, and other direct costs incurred.
I I I . Maximum billable amounts
Under no circumstance shall the total of all payments to the Consultant exceed ninety percent (90%) of the maximum not -to -exceed cost, prior to acceptance by the City of all items to be completed as noted within Exhibit "A".
City of Santa Maria Facility Condition Assessment
Fee Breakdown, Hours and Rates
Phase 1a
ri.+ ..
HT*
Department
Address
Yr Built
SF See R4vor1
Hr5
Total
Assessor
Ho
OC
psi
Total
,..3.3
ASS0440r
OC
PM
Net 100
la
I
C. Aflame hC
Compliance
CMO
204 E. Cook St.
1957
3,268
2 16
18 2
1 21
$145
$135
$150
$3.030
Ia
2 City Hall
CMO
1t0E.CookSt.
1934
11.401
3 16
t9
2 I
22 $145
$135
$150
$3,175
la
3 Finance Department
CMO
206 E. Cook Street
1957
6,220
3 16
19 2
1 22
$145
$135
$150
1.3,175
la
4 Museum / Chamber of
Commerce
CMO
618 S. Broadway
1973
6,700
3 16
19 2
1 22
$145
$135
8150
33.175
10 0
Old Police Department
Building
CMO
222 E. Cook Street
1954
17,773
3 16
19 2
1 22
$145
$135
$150
03.175
l0
7 Emergency Operations
Center/ Credit Unon
Fire
314W. Cook St.
4,000
2 16
18 2
1 21
6145
$135
$150
03,030
to
8 Fire Administration Complex
Fire
314 W. Cook St.
1%8
12,313
3 16
19 2
1 22
5145
$135
$150
$3,175
la
9 Fire Station No. 1
Fire
300W. Cook St.
2002
7,068
3 16
19 2
1 22
$145
$135
$150
$3,175
la
10 Fire Station No 2
Fire
416 W. Carmen Ln
1964
7,622
3 16
19 2
1 22
5145
$135
$150
$3,175
Ia
11 Fire Station No. 3
Fire
1527 N. College Dr.
1940
6,500
3 16
19 2
1 -_
$145
$135
$150
$3,175
to
12 Fire Slelion No. 3
Fins
2305Prosker Ln.
2012
6,500
3 16
19 2
1 22
$145
$135
$150
$3,175
la
13 Fire Station No.4
Fire
2637 rAD5r College
6,579
3 16
19 2
I
22 5145
$135
$150
$3,175
Ia
14 Fire Station No.S
Fire
1870 ER
2012
6,500
3 16
19 2
1 22
$145
$135
$150
$3,175
la
15 Fire Station No. 6
Fire
3339 Terminal Or.
6.500
3 16
19 2
1 22
0145
$135
$150
$3.175
18 16
Library (Man Library)
Library
4215. S 1611aM
2008
60,000
4 24
28 2
1 31
$145
$135
$150
$4,480
1e
19 Celilomi9COnvse,vetion
Corp
Police
705W Cypress
Street
9.175
3 16
19 2
1 22
$145
$135
$150
33.175
Ia
20 Los Flores (BPolice Tronng
Polrpe
6245 Domnion Rd
250
1 8
9 2
1 12
$145
$135
$150
$1,725
22 Pol. Department
Headquarters
Police
1111 W. Bohemiala
Road
1983
72,369
8 24
32 2
1 35
$145
$135
$150
$5.060
Ia
23 Public Works Oparebons
Pudic Worts
810 Sre�trch
1946
20,212
4 24
28 2
1 31
$145
$135
$150
$4,480
la
24 Rulfos Building
Public Worm
110 S. Pine Street
1990
15,000
3 16
19 2
I
22 $145
$135
$150
$3,175
la
25 Mg MalCeMedo Youth
R.and Parks
8005. McClelland
2001
22,462
4 2.
28 2
1 31
$145
$135
$150
$4,480
Ie
28 P.tW'stapece Park
IRestroum)
Rec end Parks
1921 S Western
Ave.
220
1 8
9 2
1 12
$145
$135
$150
$1,725
to
27 Atlanson CommvNy Center
Rec end Pero
1000 NA.,Realroad
1802
9,047
3 16
19 2
1 22
$145
$135
$150
$3,175
1e
28 ry ,.o+y`o+tea
(Modij Cleffroom48
Rae and Pero
IOOON. Ralrcad
Ave.
2,400
2 8
10 2
1 13
$145
$135
$150
$1,870
la
29 Bob Ora65 Perk Restroom
Roo and Pero
1300 Marsala Ave.
300
1 8
9 2
1 12
$145
5135
$150
$1,725
10 30
Buena Villa Park (Cerro Fre
Cabin)
Rec end Pro
833 S. Pine St.
1920
285
1 8
9 2
1 12
$145
$135
$150
$1,725
la
31 Buena Vist Perk roo
(Rest '
61 Rec end Pero
833 S. Pine St.
440
I
8 9
2 1
12 6145
$135
$150
$1,725
le
32 Edwards Community Center
Rec and Pero
809 N Panther Dr.
2000
11.713
3 16
19 2
1 22
$145
$135
$150
$3.175
1a
34 Elton Mussel Senor Center
(R. °no on 0floe)
Rec and Pero
510E Pak Ave.
2,250
2 16
18 2
1 21
$145
$135
$150
$3,030
16 35
Elwin Mussel Senor Carter
(Senor Center)
Rec and Pao
510 E. Pak Ave.
1983
9.997
3 16
19 2
1 22
$145
$135
$150
$3,175
Ia
36 Fletcher Park(Restroom)
Rec and Pao
2200 S. College Dr.
420
1 8
9 2
I
12 $145
$135
$150
01,725
le
38 Grogan Perk
R. end Pao
1135 W. Ran6lto
Verde
1992
3.234
2 8
10 2
1 13
$145
$135
$150
01870
1e
39 Hagerman Complex (Score
Booth)
Roc and Parks
3300 Skyway Drive
625
1 8
9 2
1 12
$145
$135
$150
51.725
Ia
40 Bldg -
Rec and Pao
3300 Skyway Drive
1989
4.210
2 16
18 2
1 21
$145
$135
$150
$3,030
1e
41 (Montanance
Recand Perks
3300 Skyway Drive
1,120
2 16
18 2
1 21
$145
$135
$150
$3,030
Ia
43 .1m May Park(Releroom)
Roc and Pao
809 Stan ford Dr
200
1 8
9 2
1 12
$145
$135
$150
51.725
le
54 Merernonte Commonly
Center
Re6and Pans
620E. Sunrise Or.
1991
2,026
2 16
18 2
1 21
$145
$135
$150
$3.030
Ia
55 MinamiConminity Center
Rec and Pao
800 W. Enos Cr.
1977
18,262
3 16
19 2
1 22
$145
$135
$150
$3,175
1e
56 'i..+r mmama
(Reuben
Rec and Pero
412 S. McClelland
1,265
2 16
18 2
1 21
$145
$135
$150
$3,030
is
57 Newby') Comm. Bldg
(House)
Rec and Pals
1619 S. Thornburg
1940
4.600
2 16
18 2
1 21
8145
$135
$150
$3,030
to
58 Newbve Comm 8Mg
(Modular A)
Rec and Parks
1619 S. Thornburg
700
1 8
9 2
1 12
$145
$135
$150
$1,725
la
59 Newbve Comm. Bldg
(Modular B)
Rec and Pais
1619 S.Thomburg
700
1 8
9 2
1 12
$145
$135
$150
$1.725
to
60 North Preisker Ranch Park
(Restroom)
Rec end Parks
801 W. Boxcar Pl.
180
1 8
9 2
1 12
0145
$135
$150
$1,725
to
61 Oakley Palk (Broadcast
Booth *1)
Rec end Pete
1300 N. Western
150
1 8
9 2
1 12
5145
$135
$150
$1,725
la
62 0ak16y Park (8roadat51
Booth 92)
Rec and Parks
1300 N. Western
150
I
8 9
2 1
12 $ 145
$135
$150
$1,725
la
63 Oal4ey Park (Restroom)
Rec end Parks
1300 N. Westem
300
1 8
9 2
1 12
5145
$135
$150
$1,725
to
64 Oakley Pad( (Snack Bar)
Rec end Palm
1300 N. western
300
1 8
9 2
1 12
$145
$135
$150
$1,725
1e
65 Perth Equpmert Yard
Rec end Pats
810 W. Church St.
1,900
2 8
10 2
1 13
$145
$135
$150
$1,870
1a
66 Paul NelsonAgrrelic Center
(Olficnt toragal
Rec and Perks
516 S. McClelland
SL
1957
6,625
3 16
19 2
1 22
$145
$135
$150
$3,175
1a
68 Pioneer Perk (Bay Scout
Cebn)
Rec and Parks
1150 W. Foster Rd.
1,025
2 8
10 2
1 13
8145
$135
$150
$1,870
19 69
(RestroomeeslStoragePnn r Park )
roam
Roc and Pals
1150 W. Foster Rd.
1,200
2 10
2 1
13 $145
$135
$150
$1,870
la
70 Preisker Perk
(Office/Storage)
Rec and Pals
2301 Preiska Lane
1965
1,820
2 10
'0
2 1
21 $145
$135
$150
$3,030
la
71 Plaistow Park (Restroom
Bldg Al
Rec and Pais
2301 Preiska Lary
432
I
6 9
2 1
17 5145
$135
$150
$1,725
l3
72 R'9skerPak (Restroan
Bldg B)
Rec and Pals
2301 Preiska Larne
432
1 0
9 2
1 12
5145
$135
$150
$1,725
la
73 PreBka Park (Restrobn
Bldg C)
Rec and Pals
2301 Preiska Lane
432
1 8
9 2
1 12
5145
$135
$150
$1,725
1a
74 AOnlnsbabn
Rec and Parks
615 S. McClelland
1930
3,650
2 16
18 2
1 21
5145
$135
$150
$3,030
ie
75 Recreatbn 8 Parks Carnage
HcuSe
Rec end Pats
615 S. McClelland
St.
504
1 8
9 2
1 12
5145
$135
$150
$1,725
1e
76 Recreation and Perks Amex
(A)
Pals
622 S. McClelland
622end
St.
1940
2,550
2 16
18 2
1 21
5145
$135
$150
$3,030
1a
77 Recreation end Parks Amex
(B)
Rec and Pales
622 S. McClelland
St.
1080
2 16
18 2
1 21
$145
$135
$150
13.030
ie
78 Recreation antl(Pancs Amex Rec
(C19
and Pete
622 S. S lelland
4,000
16 18
2 1
21 $145
$135
$150
$3030
T9
Recreation and Parks AIY1ex
(D)
Rec end Pals
622 S. MOCleSt. "
2,400
2 16
18 2
1 21
8145
$135
$150
$3,030
19 80
Rice Park(Restrooro(
Rec and Pals
700 E. Sunset Ave.
280
1 8
9 2
1 12
$145
$135
$150
$1,725
le
81 Rotary Centennial Park
(Restroom Bldg. A)
Ran end Pals
2625 S. College Dr.
440
1 8
9 2
1 12
$145
$135
$150
$1,725
1a
82 Rotary Ceetennel Park
(Restroom Bldg. B)
Rem and Pals
2625 S. College Dr.
440
1 8
9 2
1 12
$145
$135
$150
81,725
18 85
Russel Pent (Restroom(
Rec and Pals
1000W Church St.
280
1 8
9 2
1 12
$145
$135
$150
81,725
la
89 Tunnel Park (Broadcast
Bedh,Sneck Bar)
Rec and Pales
1100 N. Palisade
Dr.
384
1 8
9 2
1 12
5145
$135
$150
$1,725
is
90 Tunnel Pad, (Restroom(
Rec and Pats
1100 ND
230
1 8
9 2
1 12
$145
$135
$150
$1,725
is
91 Veterans Memorial Center
Rec and Pats
313 W. Tunnel) St.
1933
26,513
4 24
28 2
1 31
$145
$135
$150
$4,480
1a
92 Building (Bob
Rea end Pals
1300 Marsala Ave.
1,100
2 16
t8
2 1
21 $145
$135
$150
$3,030
1a
93 SMRT Operations
Trent
1303 Fairway Dr
2004
11,000
3 16
19 2
1 22
5145
$135
$150
03.175
1a
94 Transit Center
Trent
400 E. Boone St.
2011
2,410
2 16
18 2
1 21
$145
$135
$150
'£3,030
1a
100
NastewaerT(rRe)atrnent Plan
Utilities
601 Black Road
7,500
3 16
19 2
1 22
$145
$135
$150
'53,175
to
101
Wastewaer `Be(atnent Plant
Utilities
601 &ado Road
2,100
2 16
18 2
1 21
$145
$135
$150
$3,030
1e
102
WeStew&a`rCe(mtrnent Plat
Utilities
601 Bled, Road
2,100
2 16
18 2
1 21
5145
$135
$150
$3,030
1a
103
Wastewater Treatment Plan
(Mom Bulldog)
Walks
601 Black Road
1979
11.844
3 16
19 2
1 22
$145
$135
$150
$3,175
Total Phase 1a
478.777
161
1.000
1.161
150
75 1.386
$199,846
EXHIBIT "C"
INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, his/her agents, representatives, or employees. If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or higher limits maintained by the Consultant.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001), including products and completed operations, property damage, bodily injury and personal & advertising injury.
2. Insurance Services Office Business Auto Coverage Form Number CA 00 01 covering any auto (Code 1), or if Consultant has no owned autos, covering hired (Code 8) and non -owned autos (Code 9).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the Consultant's profession. Architects' and engineers' coverage is to be endorsed to include contractual liability.
5. Cyber Liability Insurance, Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor in this agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability - $2,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability - $1,000,000 per accident for bodily injury and property damage.
3. Workers' Compensation: Statutory limits.
4. Employer's Liability - $1,000,000 per accident for bodily injury or disease.
5. Errors and Omissions Liability - $1,000,000 per occurrence or claim, $2,000,000 aggregate.
6. Cyber Liability- $2,000,000 per occurrence or claim, $2,000,000 aggregate.
C. Self -insured Retentions
Self -insured retentions must be declared to and approved by the City.
The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration and defense expenses within the retention.
D. Other Insurance Provisions
The liability policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts or equipment furnished in connection with such work or
operations. General liability coverage can be provided in the form or an endorsement to the Consultant's insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG
20 26, CG 20 33, or CG 20 38 and CG 20 37 forms if later revisions are used).
2. For any claims related to this project, the Consultant's insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled or reduced, except with notice stating the title of this contract to the City. All notices provided pursuant to this Agreement shall be given to the City representative listed for notice in this agreement and shall specify the title of this Agreement. Notice may be given by overnight mail, facsimile with confirmation of receipt, or certified mail with return -receipt requested.
4. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
5. If any of the required policies provide claims -made coverage:
a. The Retroactive Date must be shown, and must be
before the date of the contract or the beginning of contract work. b. Insurance must be maintained and evidence of
insurance must be provided for at least five (5) years after completion of the contract of work.
c. If coverage is canceled or non -renewed, and not
replaced with another claims -made policy form with a
Retroactive Date prior to the contract effective date, the Consultant must purchase "extended reporting" coverage for a minimum of five (5) years after completion of work.
E. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City.
F. Verification of Coverage
Consultant shall furnish the City with original certificates and amendatory endorsements of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences.
However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them.
The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time.
G. Special Risks or Circumstances
The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA MARIA, CALIFORNIA, APPROVING A
PROFESSIONAL SERVICES AGREEMENT WITH
FAITHFUL+GOULD TO CONDUCT FACILITY CONDITION
ASSESSMENT SERVICES
WHEREAS, the Department of Public Works is responsible for maintaining over 100 facilities totaling over 1.7 million square feet; and WHEREAS, objectives of conducting a comprehensive Facility Condition Assessment (FCA) include, developing an inventory of building systems and equipment assets of each City property; and
WHEREAS, an FCA will provide a plan to strategically and efficiently reduce the current backlog of deferred maintenance; and
WHEREAS, following a Request for Proposals, Faithful+Gould, was found to be responsive and most qualified to conduct the FCA.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, Califomia, as follows:
1. The City Manager, or designee, is authorized to approve and execute on behalf of the City a Professional Services Agreement with Faithful+Gould, and
2. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
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PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria, California, held this 4th day of April 2023.
ATTEST:
Chief Deputy City Clerk
Mayor
2 City Attorney
APPROVED AS TO CONTENT:
Department Director