SUBJECT: CONSULTANT AGREEMENTS
FOR THE SAN JOSE CIVIC CENTER
COUNCIL DISTRICT: Citywide
SNI Area: University
It is
recommended that Council take the following actions for the New Civic Center
Project.
a. Adoption of resolutions
authorizing the City Manager to negotiate and execute:
1. An agreement with Johns/Rife Group for move
management services in connection with the move of City personnel from existing
locations to the New Civic Center in an amount not to exceed $634,000, and a
term from November 1, 2002 to June 30, 2005.
2. A first amendment to the agreement with M.
Arthur Gensler Jr. & Associates, Inc. for facility systems management services for the New
Civic Center Project modifying the scope of services, increasing the maximum
compensation by $83,500 from $87,000 to $170,500, and extending the term from
June 30, 2003 to December 31, 2003.
3. An amendment to the agreement with
Anderson-Brulé Architects, Inc. for strategic
operating-planning services for the New Civic Center Project modifying
the scope of services, increasing the maximum compensation by $109,300 from
$99,910 to $209,210 and revising the schedule of performance to provide dates
for delivery of services.
4. A first amendment to the agreement with Apex
Strategies for video taping existing below-ground structure for documentation
purposes and limited community outreach and coordination for the New Civic
Center Project modifying the scope of services and increasing the compensation
by $51,300 to $150,000.
5. A second amendment to the agreement with
Wilbur Smith Associates, Inc. for services related to the downtown civic center
parking operations plan for the New Civic Center Project extending the term
from June 30, 2003 to June 30, 2005.
BACKGROUND
On November 29, 2000, Council approved staff’s
recommendation to use the construction manager/multiple prime contracts project
delivery method for the New Civic Center Project. Working under this project
delivery method, the City is contracting with multiple prime contractors in
lieu of the more typical contract with one general contractor. In addition, the Project requires a
multitude of professional consultant services.
Construction began in August 2002 with completion expected in early 2005.
The size and
extent of the Project requires a variety of consultant resources with specific
expertise during final design, construction and building commissioning
phases. To coordinate the support for
these activities on the established bidding and construction schedules, it is
crucial to have a cohesive pool of resources to address project
activities. The budget allocation for
consultant services is included in the program’s $343 million overall budget.
In order to
manage the New Civic Center Project on schedule, staff requests Council
authorization for the City Manager to negotiate and execute consultant
agreements/amendments with Johns/Rife Group, M. Arthur Gensler
Jr. & Associates, Inc., Anderson-Brulé Architects, Inc., Apex Strategies and Wilbur Smith Associates,
Inc. These actions will enable the
project to maintain design, construction and building commissioning schedules.
The
following items summarize the proposed scope of work to be performed by the
consultant firms:
a) Johns/Rife
Group
This agreement includes activities
involved in relocation of staff to the New Civic Center. Planning and coordination will include
assembling a move management team, development of an occupancy phasing plan, development
of detailed furniture move and installation schedules, coordination of voice
and data equipment relocation, development of a furniture relocation plan, development
of a new furniture acquisition strategy with the idea of reusing as much of the
existing furniture as possible, inventory of all existing furniture and
equipment to be relocated, development of relocation budgets, development of a
relocation team communication plan and relocation guide, preparation of Request
for Proposals for moving vendors, pre-move preparations, on-site move
supervision and preparation of move punch lists.
This will be a new agreement for
the project. The Johns/Rife Group began
providing move management services for the New Civic Center Project about two
years ago as a sub consultant to Turner Construction Company. In the past two years, the Johns/Rife Group
has carried out preliminary planning for the move to the New Civic Center,
assisted City staff in the development of new systems furniture standards for
the New Civic Center and has completed an inventory of all existing furniture
in departments that will be relocating to the New Civic Center. Furniture inventory information has been
documented in a database that is now being used to plan the Civic Center
move.
With the extensive knowledge the
Johns/Rife Group has regarding the New Civic Center Project and City
procedures, staff considers retention of the Johns/Rife Group to be essential
to our move planning and coordination activities. The agreement amount is for $634,000 and includes a retroactive
clause for some services provided since November 1, 2002 during the transition
from the original Turner agreement.
b)
M. Arthur Gensler
Jr. & Associates, Inc.
This first amendment increases the scope of work for providing
coordination between physical design of the New Civic Center and the level of
service expectations for long-term management and operation of the
facility. This amendment will provide
for increased compensation in the amount of $83,500 and extends the term to
December 31,2003, when the final facilities management plan will be completed.
c)
Anderson-Brulé
Architects, Inc.
This first amendment increases the scope of work for providing strategic
implementation planning services. The
City’s goal under this agreement is to clearly define an appropriate mission
and develop strategic operational and implementation plans for the New Civic
Center. These items of work ensure that
citizen and employee involvement with the planning process occurs, that
customer service needs are identified and included in the project design, that
opportunities for use of the facility are maximized and that all aspects of the
project are effectively integrated together.
The amount of this amendment is not to exceed $109,300, and would
increase the total agreement to $209,210.
d)
Apex
Strategies
This first amendment is for video
taping existing below-ground structures near the project to document
preconstruction conditions and limited community outreach and coordination for
the New Civic Center Project. Community outreach has been especially important
with respect to reaching out to those in the surrounding area to help address
any issues associated with design and construction. The amount of this amendment is not to exceed $51,300, and would
increase the total agreement to $150,000.
e)
Wilbur
Smith Associates, Inc.
This second amendment extends
services related to the civic center parking analysis, traffic flow, capacity
and operation plan. This amendment will extend the term of the agreement from
June 30, 2003 to June 30, 2005 with no additional cost to the City.
Public outreach for construction of the New Civic Center
Project is being coordinated under the supervision of the Civic Center Design
and Construction Management Team.
This memo has
been coordinated with the City Attorney's Office, the Finance Department and
the Planning, Building and Code Enforcement Department.
COST IMPLICATIONS
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1. |
AMOUNT
OF RECOMMENDATION: |
$878,100* |
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2. |
SOURCE
OF FUNDING: 425 – Civic Center
Construction Fund |
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* |
The
appropriation amendments are within the established Civic Center Project
budget. |
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Fund: |
Civic Center Construction Fund (Fund 425) |
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Appn: |
5491- Consultants |
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RC: |
109933 |
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Amount: |
$31,300,000 |
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Budget Document: |
2002-03 Adopted
Capital Budget, page 80, as amended on October 15, 2002, Ordinance Number
26755. |
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Fund: |
Civic Center Construction Fund (Fund 425) |
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Appn: |
4213- Construction |
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RC: |
109933 |
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Amount: |
$192,804,000 |
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Budget Document: |
2002-03 Adopted
Capital Budget, page 79, as amended on October 15, 2002, Ordinance Number
26755. |
CEQA
Civic Plaza Redevelopment Plan EIR, Resolution No. 68905,
PP98-03-072.
KATY ALLEN
Director, Public Works Departmen