10 Staff Report - Police Operations Building
_ 'HNO/, .'<II,. -l! (0 .....• 8 DATE: TO: FROM: SUBJECT: MEETING DATE: 2/17/09 ITEM NO. 10 COUNCIL/AGENCY AGENDA REPORT FEBRUARY 6, 2009 MAYOR AND
TOWN COUNCIL! CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY GREG LARSON, TOWN MANAGERlEXECUTIVE DIRECTOR$-/---..-. PPW JOB NO. 07-22 -LOS GATOS/MONTE SERENO POLICE OPERATIONS BUILDING
PROJECT PROJECT 821-2401 ADOPT RESOLUTION AUTHORIZINGTOWN MANAGERTO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ROSS DRULIS CUSENBERYINC., TO PROVIDE CONSTRUCTION
SUPPORT SERVICES IN AN ADDITIONALAMOUNTNOT TO EXCEED $35,100. ft-Finance RECOMMENDATION: Adopt resolution (Attaclnnent 1) authorizing Town Manager to execute an amendment to the professional
services agreement (Exhibit A) with Ross Drulis Cusenbery Inc. to provide construction support services in an additional amount not to exceed $35,100.00 BACKGROUND: On March 27, 2007,
Council authorized the Town Manager to execute a Professional Services Agreement with Ross Drulis Drulis Cusenbery Inc. to perform preliminary architectmal design services in connection
the Los GatoslMonte Sereno Police Operations Building Project. This contract was amended in April 16, 2007 to provide additional design services for the project. The design was completed
in spring 2008 and the project was advertised for bidding. PREPARED BY: TODD CAPURSO f#pab-o k Director of Parks and Public Worl!s by: Town ManagerlDeputy
Director --fl.L-Town Attorney/Generai Counsel __Clerk Administrator/Secretmy __Community Development N:PPW\Management\ConllciI Reports\2009\07-22.poliec oper build.rdc.doc
PAGE 2 FEBRUARY 6, 2009 CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: PROJECT 07-22 -LOS GATOS/MONTE SERENO POLICE OPERATIONS BUILDING PROJECT
DISCUSSION: The bids received by the Town in June 2008 all exceeded the project budget. The Town perfonned a detailed value engineering process for the project to identitY the causes
ofthe high bids. As a result of this value engineering process, modifications to the project plans and specifications had to be made, before the project could be rebid. In order to meet
the project schedule, the architect was given direction by the Town to proceed with making changes to the plans and specifications. This additional work was not in the original scope
of work by the architect. However, the original contract with the architect included fimding for construction support services. In an effort to move forward with the project in a timely
manner, a portion of these funds was reallocated to cover the redesign costs. After the modifications to the bid documents were made, the project was rebid successfully within budget
and a contract for the construction was awarded by the Town Council on December 15, 2008. At that time, staff informed the Town Council that in early 2009, a report would be brought
to the Town Council to amend the contract with Ross Drulis Cusenbery Inc. in order to keep them under contract tIn'oughout the constmction phase of the project. In the cOlTesponding
report to Town Council, $320,000 was identified and set aside for future planned Project Management Expenses. The additional $35,100 required for this contract amendment will be encumbered
from those funds. This level ofinvolvement by the architect is required to assist the constmction team to successfully finish this project. Staffrecommends approval ofan amendment (Exhibit
B) to the Ross Drulis Cusenbery Inc. contract (Exhibit A) in the amount not to exceed $ 35,100.00, as per the outlined Proposal (Exhibit C). CONCLUSION: It is recommended that the Council/Agency
adopt the attached Resolution authorizing the Town Manager to execute an Addendum to the Agreement with Ross Drulis Cusenbery Inc. to provide construction support services for the Los
Gatos/Monte Sereno Police Operations Building Project. ENVIRONMENTAL ASSESSMENT: The project is Categorically Exempt pursuant to Sections 15301(c), 15303(e) and 15304(b) of the State
CEQA Guidelines.
PAGE 3 FEBRUARY 6, 2009 MAYOR AND TOWN COUNCIL CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: PROJECT 07-22 -LOS GATOSIMONTE SERENO POLICE OPERATIONS BUILDING PROJECT FISCAL
IMPACT: Sufficient funds are available to pay for this project. Original Prior Years FY 2008/09 FY 2008/09 PmlJOsed Budget Expenditures Budget ExplEnc Contract FY 2007/08 Fiscal Impact
To Date Amount Project 411- $ 5,118,548 $ 2,521,791 $ 2,971,757 $ 2,120,027 $ 35,100 $ 816,630 Project 911-821-2401 2,720,000 1,280,886 1,439,114 1,175,038 $ 264,076
TOTALS $ 7,838,548 S 3,802,677 S 4,410,871 S 3,295,065 S 35,100 $ 1,080,706 Expenditure Detail Services Supplies & Equipment $ 1,627 $ 28,031 Site Acquisition & Preparation 3,201,718
900 Design & Consulting Services 540,574 189,327 Project Construction 58,758 3,076,807 Proposed Contract Amendment $ 35,100 TOTAlS $ 3,802,677 $ 3,295,065 $ 35,100 Attachment: 1. Resolution
Authorizing Town Manager to execute an Amendment to the Agreement, with Agreement with Ross Drulis Cusenberry Inc. (Exhibit A); Amendment to the Agreement. (Exhibit B); and proposal
for construction support services (Exhibit C)
RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH RUSS DRULIS CUSENBERY
INC. TO PROVIDE CONSTRUCTION SUPPORT SERVICES FOR PROJECT 07-22 -LOS GATOS I MONTE SERENO POLICE OPERATIONS BUILDING PROJECT WHEREAS, in March, 2007, the Town ofLos Gatos entered into
an agreement with Russ Dmlis Cusenbery Inc., to perform design consulting services in for the Los Gatos I Monte Sereno Police Operations Building project. WHEREAS, a second Amendment
to the Agreement is necessaty to include constmction support services at an additional cost not to exceed $35,100 in connection with the Los Gatos I Monte Sereno Police Operations Building
project. NOW THEREFORE BE IT RESOLVED, by the Town Council of the Town of Los Gatos, COlmty of Santa Clara, State of California, that the Town of Los Gatos authorizes the Town Mimager
to execute an amendment (Exhibit B) to the agreement (Exhibit A) for additional consultant support services as described in the proposal for construction SUppOlt services (Exhibit C).
PASSED AND ADOPTED at a regulat· meeting of the Town Council of the Town of Los Gatos, California, held on the17th day of February, 2009 by the following vote: ATTACHMENT 1
COUNCIL/AGENCY MEMBERS AYES: NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
EXHIBIT A CLERK DEPARTMENT AGRm_, _ AGREEMENT FOR CONSULTANT SERVICEl't-IH _ ORD _ REC TIDS AGREEMENT is entered into this 15th day of August, 2007,J\¥ojlJ""1"'dnb'"'e"'tw=ee"'n:-t"'fi"
"e----Town of Los Gatos, State of California, herein called the "Town", and, Architecture, Inc., engaged in providing architectural
services herein called the "Consultant". RECITALS A. On June 18, 2007, the Town Council authorized the purchase an existing office building at l5900Los Gatos Boulevard to be converted
to a police services building. B. The Town desires to engage the firm to prepare construction drawings for additions to the building and tenants because of the Consultant's experience
'and qualifications to perform the desired work. C. The Consult,mt represents and affinns that it is qualified and willing to perform the desired work pursuant to this Agreement. AGREEMENTS
NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS: 1. Scope of Services. The Consultant shall provide the services listed below as described in the Scope of Work attached as Exhibit
A. a. Program Verification b. Conditional Use Permit and Design Review Services c. Schematic Design Services d. Design Development Services e. Constrnction Document Services f. Bidding
Services g. Construction Administration h. Supplemental Design Services 2. Time of Performance. The services of the Consultant are to commence upon the execution of this Agreement and
issuance of aTown purchase order with completion by Jnne 30, 2009. 3. Compliance with Laws. The Consultant shall comply with all applicable laws, codes, ordinances, and regulations of
governing federal, state and local laws. Consultant represents and warrants to Town that it has all licenses, permits, qualifications aud approvals of whatsoevcr nature which are legally
required for Consultant to practice its Page 1 0[2
profession. Consultant shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos. 4. Sole Responsibility. Consultant shall be responsible
for employing or engaging all persons necessary to perform the services under this Agreement. 5. InformationlReport Handling. All documents furnished to Consultant by the Town and all
reports and supportive data prepared by the Consultant under this Agreement are the Town's property and shall be delivered to the Town upon the completion of Consultant's services or
at the Town's written request. All reports, information, data, and exhibits prepared or assembled by Consultant in connection with the perfonnance of its services pursuant to this Agreement
are confidential until released by the Town to the public, and the Consultant shall not make any of the these documents or infOtmation available to any individual or organization not
employed by the .Consultant or the Town without the written consent of the Town before such releasc. The Towu acknowledges that the reports to bc prepared by the Consultant pursuant
to tbis Agreement are for the purpose of evaluating a defiued project, and Town's use of tbe information contained in the reports prepared by the Consultant in connection with other
projects shall be solely at Town's risk, unless Consultant expressly consents to such use in writing. Town further agrees that it will not appropriate any methodology or technique of
Consultant which is and has been confirmed in writing by Consultant to be a tradc secret of Consultant. 6. Compensation. Compensation for Consultant's professional serviccs shall be
five hundred seventy four thousand two hnndred ninety seven ($574,297) dollars. Payment shall be bascd upon Town approval of each task. 7. BllIing. Billing shall bc accompanied by a
detailed explanation of the work pcrfonned by whom at what rate and on what date. Also, plans, specifications, documents or other pertinent materials shall be submitted for Town review,
even if only in partial or draft form. Payment shall be net thirty (30) days. All invoices and statements to the Town shall reference the Town's purchase order number and bc addressed
as follows: Invoices: Town of Los Gatos Attn: Accounts Payable P.O. Box 655 Los Gatos, CA 95030 Statements: Town of Los Gatos Attn: Finance Department P.O. Box 655 Los Gatos, CA 95030
8. Availability of Records. Consultant shall maintain the records suppOtting this billing for not less than three yem's fonowing completion of the work uncler this Agreement.Page 2 0[2
Consultant shall make these records available to authorized personnel of the Town at the Consultant's offices during business hours upon written request of the Town. 9. Project Manager.
The Project Manager for the Consultant for the work under this Agreement shall be Michael Ross. The Project Manager for the Town for the work under tbis Agreement shall be Curtis Banks,
Project Planner 10. Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion of these services shall
be assigned or subcontracted without the written consent of the Town. II. Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid,
and addressed to: To Town: Curtis Banks Town ofLos Gatos Community Development Department P.O. Box 949 Los Gatos, CA 95031 To Consultant: Michael Ross, AlA RossDrulisCusenbery Architecture
Inc. 18294 Sonoma Highway Sonoma, CA 95476 or personally delivered to Consultant to such address or such other address as Cousultant designates in writing to Town. 12. Independent Contractor.
It is understood that the Consultant, in the perronnance of the work and services agreed to be performed, shall act as and be an independent contractor and not au agent or cmployee of
the Town. As an independent contractor he/she shall not obtain any rights to retirement beneFits or other benefits which accrue to Town employee(s). With prior written conscnt, the Consultant
may pmform some obligations under this Agrcement by subcontracting, but may not delegate ultimate responsibility For performance or assign or transfer interests under this Agreement.
Consultant agrees to testify in any litigation brought regarding the subject of the work to be pelfonned under this Agreement. Consultant shall be compensated for its costs and expenses
in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Consultant Or is based on allegatious
of Consultant's negligent performance or wrongdoing. 13. Conflict ofInterest. Consultant understands that its professional responsibilities is solely to the Town. The Consultant has
and sball not obtain any holding or interest witbin the Town of Los Gatos. Consultant has no business holdings or agreements with any individual member of the Staff or management of
the Town or its representatives nor shall it enter into any such holdings or agrcements. Iu addition, Consultant warrants that Page 3 of 3
it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the snbject of this Agreement, and it shall immediately disassociate itself
from such an interest should it discover it has done so and shall, at the Town's sole discretion, divest itself of snch interest. Consultant shall not knowingly and shall take reasonable
steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Consnltant discovers it has employed
a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify Town of this employment relationship, and shall,
at the Town's sole discretion, sever any such employment relationship. 14. Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply
with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and ncither shall discriminate against persons employed or seeking employment
with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless
based upon a bona fide occupational qnalification pursuant to the California Fair Employment & Housing Act. 15. msuranee. A. Minimum Scope of msurance: l. Consultant agrees to have and
maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: one million dollars ($1,000,000) combined
single limit per occurrence for bodily injury, personal injUly and property damage. ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability
insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accidcnt for bodily injmy and property damage.
iii. Consultant shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Consultant agrces that all certificates and endorsements are to
be received and approved by the Town before work commences. IV. Consultant agrees to have and maintain, for the duration of the cOf)tract, professional liability insurance in amounts
not less than $1 ,ooo,oob which is sufficient to insure Consultant for professional negligent errors or omissions in the performance of the par-ricular scope of work under this agreelnenL
Page of4
B. General Liability: i. The Town, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on
behalf of the Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. This requirement does not apply to the professional liability insurance
required for professional errors and omissions. ii. The Consultant's insurance coverage shall be primary insurance as respects the Town, its officers, officials, employees and volunteers.
Any insnrance or self-insurances maintained by the Town, its officers, officials, employees or volunteers shall bc excess of the Consultant's insurance and shall not contribute with
it. iii. Any failure to comply with reporting provisions of the polieics shall not affect coverage provided to the Town, its officers, officials, employees ar volunteers. iv. The Consultant's
insurance shall apply separately to each insured against whom a claim is'juadc or snit is is brought, except with respect to the limits of the insurer's liability. C. All Covcrages:
Eaeh'insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided or cancelled, except after thirty (30) days' prior written notice
by ce1ufied mail has been given to the Town. Current certification of such insurance shall be kept On file at all times dnring the term ofthis agreement with the Town Clerk. D. In addition
to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law and shall provide evidence of such policy to the Town before beginning
services under this Agreement. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Warkers' Compensation insurance for their respective
employees. E. Subcontractors: Any snbcontractors shall be required to have and maintain, for the duration of the contract the insurance polices in this item, which shall be endorsed
as required in Section C above. The Consnltant shall maintain current certification of snch insurance on file at all times during the telm of this agreement and make available for review
by the Town, if requested. Page 5 of5
16. Indemnification. The Consultant shall save, keep and hold harmless indemnify and defend the Town its officers, agent, employees and volunteers from all damages, liabilities, penalties,
costs, or expenses in law or equity that may at any time arise or be set up because of damages to property or personal injury received by reason of, or in the course of performlng work
to the extent caused by a willful or negligent act or omissions of the Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant. 17. Waiver. No failure
on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach
or default under this Agreement constitute a continuing waiver of a subsequent breach ofthe same or any other provision of this Agreement. 18. Goveming Law. This Agreement, regardless
of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County
of Santa Clara. 19. Termination of Agreement. The Town and the Consultant shall bave the right to terminate this agreement with or without cause by giving not less than fifteen days
written notice of termination. In the event of termination, the Consultaut shall deliver to the Town all plans, files, documents, reports, performed to date by the Consultant. In the
event of such teooination, Town sball pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to tbe Town bears to completed services contemplated
under tbis Agreement pursuant to paragraph 6 hereto, unless such termination is made for cause, in Wbich event, compensation, if any, shall be adjnsted in light of the patticular facts
and circumstances involved in such termination. 20. Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed
by by the Town and the Consultant. 21. Disputes. In any dispute over any aspect of this Agreement, each party shall be responsible for their own attomey's fees, including costs of appeal.
22. Entire Agreement. This Agreement, including Exhibits A, eonstitntes the complete and exclusive statement of the Agreement between the Town and Consultant. No terms, conditions, understandings
or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either parLy. Page 6 of 6
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement as of the date indicated on page one. Town of Los Gatos by: rPe?a-cr/h/2 Pamela Jacobs, Interim Town Manager
Approved as to Fonn: \{:> ATTEST: ,Los Gatos, California 0 q . 1)... • C1l Rose, Clcrk Administrator Consultant by: Sig;;;(ure
Michael B. Ross, AIA Print Name CEO Title Page 7 on
18.294 Sonoma HiQl1way Sonoma C/\ 95476 T£L 707 996 8448 fAX707 996 8542 ARCHITECTURE July l6, 2007 Curtis Banks Project Planner Town ofLos Gatos llO E. Main Street Los Gatos, CA 95030
Reference: D.e.ar Curtis: Proposal for Los Gatos Pollee Services Building: Architecture and Engineering 5ervices RossDrulisCusenbery Architecture,
Inc. (ROC) is pleased to submit this proposal for architecture and engineering (AlE) services for the proposed Los Gatos Police Services Building. A project description, work plan task,
project schedule and fee summary for ROC's services is provided below. General Project Description The Town of Los Gatos Police Department requires additional building area to house
its patrol operations, emergency operations center/briefing, investigations, prisoner processing and property and evidence operations. The Town has recently (or will soon) acquire a
portion of the Verizon site located at lS900 Los Gatos Blvd., Los Gatos, CA for this purpose. Through this acquisition, the Town will acquire a portion of a 1.78 acre site through a
sub division and a 9,238 GSF existing cast in place concrete communications building which will be adapted into a new police services building. The Town of Los Gatos is requesting AlE
services for the interior renovations and additions to the existing building and site and civil engineering services for the creation of 46 secure and seven public parking spaces and
associated site work. RDC was previously retained by the Town to provide program verification and conceptual design services for the project. The product of those services were documented
in a conceptual design/site plan titled; Los Gafos -Monte Sereno Police Operations Building, Concept Option B, May 7, 2007. The work depicted on this document forms the basis of design
forthis AlE services proposal. The basis of design includes approximately 9,238 GSF of renovations to the eXisting building and 2,679 GSF of additions to the existing building. The Town
retained the San Jose Construction Company to prepare a construction cost estimate based on the Option Bconceptual pian. The Town also retained Hohbach-Lewin Inc., Structural Engineers
to assess the suitability of the existing building. Per the Town's directive, Hohbach-Lewin is being retained by RDC as the structural engineer for the project. The San Jose Construction
Company's estimated construction cost reconciled to include some contractor supplied FF&E lockers and tack boards and offsite work is: Subtotal PD Direct Costs: $2,939,887 Los Gatos
Blvd. Work $150,000 Subtotal Construction Cost $3,089,887
RossDrulisCusenbery Arc, "cecture, Inc. proposal for Los Gatos Police Services Building: Architecture and Engineering Services Page 2. Profit and Overhead: Insurance Subtotal Design
Contingency (10%) Change Order Contingency (S%) Estimated Construction Cost $154,494 $30,898 $3,275,279 $327,527 -Utilized by AlE team during design process $180,140 -Minimum recommended
amount, assume spent. $3,782,946' 'This estimated construction cost is provided only as a means of calculating the AlE fee. RDC does not certify the accuracy of the construction cost
estimate prepared by others. The final construction cost is likely to change. Exterior improvements to the building are limited to paint. RDC recommends the Town increase its construction
change order contingency to 10% and add a 10% bidding contingency to account far current fluctuations In the construction market place and bid environment. General Description of Services
Offered RDC's services will be based on services described in AlA B-141 and will include: architecture, structural, mechanical, plumbing, fire protection, electrical, lighting and civil
engineering, landscape design, geo technical and topographic mapping services. Telecommunication, audio visual, security and data systems will be designed by RDC as an empty system of
cable trays, raceways, conduits, termination boxes, back panels, equipment rooms and pull strings for the design and installation by others of all cabling, cctv cameras, monitors, telephone
communication equipment. telephone switch gear, computers, servers, radio base stations and other user based equipment. Acoustical consulting will be limited to the design of interior
partitions and the acoustical surround of the emergency generator. The Town will provide its standard "front end" specifications, bid form, contract and instructions to bidders compliant
with the requirements of California public works projects, for the Contract Documents. Exclusions Hazardous materia is assessment, testing or abatement, earthquake fault testing or discovery
services, meetings in excess of those listed, consultants other than those listed in this proposal, destructive testing, tEED certification, inspections and testing, permits and fees.
Work Plan RDC has organized its services into eight primary tasks. Each task is described below. Task Title Description Duration Comments _--;----1 Program Kick off meeting, project
One week Review floor and Verification and orientation, program site plans with Project Orientation verification. PD and Town Deveiopment of representatives schedule, goals and prior
to initiating communication design process. protocols. Town to Attend one meeting in designate a Los Gatos. project manager as single point of contact for project for AlE team. 2 Conditional
Use Support the Town's Six weeks Prepare design Permit and Design application for documents for Review Services Conditional Use Permit CUP and design -".-._' J7_ovide Erofessional review
RossDrulisCusenbery Inc, Proposa Ifor los Gatos Police Services Building: Architecture and Engineering Services Page 3. Task Title Descrivtion Duration Comments
opinion on need for roof top HVAC units, prepare design review drawings. Attend two meetings in los Gatos. 3 Schematic Design Schematic Design Two months This work maybe Services Documents
based on concurrent with previously approved CUP work above. budget, program and conceptual design. Documents include: site plan, floor plan, elevations and two bUilding sections. Cost
estimate. Attend two meetings in los Gatos. 4 Design Design Development Three months Development Documents based on the Services approved schematic design documents and budget. Documents
include: plans, sections, elevation, typical construction details, materia Is and finishes and systems and equipment layouts. Cost Estimate. Attend two meetings in Los Gatos. 5 Construction
--Construction Documents Four months Document Services based on the approved Design Development documents and budget. Documents will set forth in detail the requirement for the construction
of the project. Documents will include drawings, details and specifications that establish in detail the quality levels of materials and systems required for the work. Cost estimate.
Attend three meetings in Los Gatos. 6 Bidding Services Assista nee in the 6 weeks development and preparation of bidding and procurement information.
Preparation of Project Manual, Contract, Conditions of the Contract for Construction and
RossDrulisCusenbery ArClllcedurej Inc. Proposa Ifor Los Gatos Police Services Building: Architecture and Engineering Services Page 4. Task Title Description Duration Comments Specifications.
Preparation of bid addenda and responses to RFI's during bid period. Evaluation of bids. Attend one pre bid meeting and site walk through in Los Gatos. 7 Construction Attend pre construction
10 12 months Administration meeting, observe work, Services create contract change and field orders, review and approve submittals and shop drawings, respond to RFI's. Attend 12 construction
meetings. 8 Supplemental Exterior Public Courtyard Discuss Discuss. It is Design Services Trellis and Window Sun possible the LG Shade Design. design review Landscape Design in process
my require Public ROW. additional exterior design treatment be applied to this project. Fee Summary Per Discipline Basic Services Consultant Name Soec;.ltv------Total Fee Comments RossDrulisCusenbery
Architect $342,897 Architecture, Inc. Hobach -Lewin Inc. Structural Engineer $29,500 O'Mahonev & Mever Electrical Engineer $47,500 15000 Inc. Mechanical/Plumbing $32,000 Engineer Green
Vallev Civil Engineer $46,000 HLD Group Landscape Architect $12,800 A: SubTotal $510,697 Spedalty Con5Ultants and Fee, Cha rles Sa Iter Acoustic $15,000 Associates Kleinfelder Geo Technical
Report $15,300 Kleinfelder Geo Tech Construction $16,100 Hourly. Verify. observation Green Valiey Topographic Survey $12,200 MackS Cost Estimation $25,000 Reimbursable $20,000 Expenses
Allowance B, Sub Total $103,600 Total AlE Fees (A+ B) $614,297 '<
RossDrulisCusenbery ArclI"ecture, Inc. Proposal for Los Gatos Police Services Building; Architecture and Engineering Services Page S. RDC is availableto begin services within 10 business
days of receipt of the Notice to Proceed from the Town of los Gatos. Please contact me should you require clarification. Thank you for your consideration. Sincerely, Michael B. Ross,
AlA
AMENDMENT TO AGREEMENT This AMENDMENT TO AGREEMENT (Exhibit A) is entered into this the__day of February, 2009, by and between the Town of Los Gatos, State of California, herein called
"Town," and Russ Drulis Cuseubery Inc, herein called "Consultant." RECITALS A. Town and Consultant entered into an agreement for design consultant services in March, 2007 ("Agreement"),
a copy ofwhich is attached hereto as (Attachment 1) and incorporated herein by reference. . B. Additional design services for Project 07-22 -Los Gatos/Monte Sereno Police Operations
Building Project were required after the execution ofthe agreement in order to redesign the project to meet budgetary requirements. These design services were paid for with contract
funds originally intended for construction support services. An additional $35, I 00 is required to cover the costs associated with construction support servIces. AMENDMENT I. Section
6 (Compensation) ofthe Agreement is hereby amended to add $35,100 to the total contract at an amount not to exceed $609,397 to cover the costs associated with constlUction support services
for this project in accordance with (Exhibit C) attached hereto and incorporated herein by this reference. 2. All other terms and conditions ofthe Agreement dated March 2007 remain in
full force and effect. EXHIBITB
IN WITNESS WHEREOF, the Town and Russ Drulis Cusenbery Inc. have executed this Agreement as of the date indicated on page one (1). Town of Los Gatos, by: Greg Larson Town Manager Recommended
by: Todd Capurso Director of Parks and Public Works ATTEST: Clerk Administer Approved as to Form: Orry P. Korb, Town Attorney Russ Drulis Cusenbely Inc.
18294 Sonoma HIghway Sonoma CA 95476 TEL 707 996 8448 FAX707 996 8542 ARCHITECTURE February 9. 2009 Kevin Rohani, P.E., Town Engineer Parks and Public Works Department Town ofLos Gatos
41 Miles Ave. Los Gatos CA 95031 EXHIBITC _. Reference: Revised Proposal for Los Gatos Police Services Building: Additional Architecture and Engineering Services --Design Changes and
Additional Construction Meetings Dear Kevin: RossOrulisCusenbery Architecture. Inc. (RDC) is pleased to submit this proposal for additional Architectural and Engineering Construction
Contract Administration services for the Los Gatos Police Department project. Additional Construction Meetings RDC's contract currently includes attendance at the pre construction meeting.
and twelve construction meetings. Per your request. RDC will attend ten additional construction meetings. the attached fee includes travel time, meeting preparation, the meetings and
meeting follow-through activities. The estimated cost for preparation for and attendance at ten additional construction meetings is $24,000.00 Additional Design Services Relocation of
Emergency Generator The Town has decided to move the emergency generator to mitigate exhaust fumes that travel to neighboring properties. RDC proposes to provide additional design services
for the following fees: Architect Civil Engineer Electrical Engineer Landscape Architect Total 2.500.00 1.500.00 600.00 500.00 5,100.00 Room 101 Door Location The Town has requested
a change to the door location in room 101. RDC proposes to provide this additional service for the follOWing fees: Architect Structural Engineer Total 250.00 750.00 1,000.00 EXHIBITC
RossDrulisCusenbery Architecture, Inc. February 9, 2009 Page 2 of2 Additional Expenses To date, RDC has already expended more than the original $20,000 allowance for reimbursable expenses.
The project will incur many additional expenses through completion, including ploUing, printing, local travel, postage and delivery, and communications costs. We therefore request that
an additional $5,000 be allocated to the project for the reimbursable expenses to be incurred through project completion. Total Request for Additional Services Ten Additional Meetings
Emergency Generator Design Change Room 101 Door Relocation Additional Expenses Total Sincerely, Michael B. Ross, AlA, CEO RossDrulisCusenbery Architecture, Inc. $24,000.00 $5,100.00
$1,000.00 $5,000.00 $35,100.00