Professional Documents
Culture Documents
CITY COUNCIL
Staff Report
SR 2017-113
August 8, 2017
Consent Agenda
RECOMMENDATION
Adopt a resolution authorizing the City Administrator to execute a Professional Services Agreement with
Kasavan Architects for design and construction support services for the Police Building Renovation project with
a fee not-to-exceed $111,650, and authorizing the City Administrator, or designee, to expend up to an additional
10% of the fee, $11,165, for unforeseen additional technical services which may be required.
BACKGROUND / SUMMARY
The Police Department Building was constructed in 1967. Now at 50 years old, this facility requires modernization
to accommodate current police technology and improvements to maintain functionality. Specifically, the facility
needs to be expanded by enlarging the dispatch room and adding property, evidence-processing, and utility
rooms. The electrical system requires upgrades due to significantly-increased demands by computers, radios,
communications, and 911 systems, and the air handling and plumbing systems require repairs and upgrades to
protect employee health.
On May 5, 2017, the City issued a Request for Qualifications (RFQ) for architectural, engineering, and
construction support services for the renovation and expansion of the Police Building. Legal notices were
published in the Carmel Pine Cone, and courtesy notices were mailed to 42 related firms that have current City
business licenses. In addition, notices were posted on the Monterey Bay Chapter of the American Institute of
Architects website.
The City received Statements of Qualifications (SOQs) from eight (8) firms: Calpo, Hom, & Dong Architects, Inc.,
Congleton Architect AIA, Fletcher + Hardoin with Nichols, Melburg, & Rossetto Architects, Indigo, Kasavan
Architects, Paul Byrne Architect, SIM-PBK, and Wald, Ruhnke, & Dost Architects. All submittals were deemed
responsive.
A Selection Committee comprised of the City Administrator, Director of Public Safety, Planning and Building
Director, and two Project Managers, independently evaluated and ranked all SOQs based on criteria noted in
the RFQ including: understanding the projects objectives, qualifications of key staff, related project experience,
capabilities of their team with subconsultants, references and familiarity with Carmel and the Monterey peninsula.
The committee unanimously determined that Kasavan Architects was the best qualified firm for this project.
Founded in Salinas in 1949, Kasavan Architects is one of the most established architectural firms in the Monterey
Bay Area. They specialize in Public Works projects and designed over 1,000 projects for federal, state, county,
and municipal agencies.
This Police Building Renovation Project consists of two distinct components. Inside the building, the dispatch
room will be reconfigured and modernized. Outside, the building will be extended to the south to provide more
space for evidence and storage. This expansion is contingent on the existing concrete roof slab of the Public
Works garage being structurally capable of supporting this expansion, as anticipated. Until the architect
completes the schematic design phase, it is unknown if the project will be constructed under two separate
construction contracts, the first to complete the interior portion sooner, or for all work to be constructed under
one contract at reduced cost. Design and permitting is anticipated to take approximately four to six months from
issuance of the Notice to Proceed.
FISCAL IMPACT
The Police Department Renovation is a capital improvement project with an initial budget or $250,000 in account
13-74907. While the architects fees for design and construction support for both portions of the project may
appear high in comparison with the available budget, they are reasonable due to the many technical specialties
involved, including a structural seismic evaluation, hazardous materials investigation, engineering services, etc.
Should the City decide to bid and construct the project under one combined construction contract, the architects
fees may be reduced. A 10% contingency is normal and customary for architectural services associated with
building renovation projects.
When the design nears completion, we will have a more accurate cost estimate for construction of the project.
At this time, it appears that additional funds will be required. This matter will be considered during the mid-year
budget process.
On May 2, 2017, the City Council adopted the Fiscal Year 2017/18 Capital Improvement Program Budget which
allocated $250,000 from Measure D revenue for the Police Department Renovation Project.
ATTACHMENTS
WHEREAS, the City desires to retain an architectural firm for design of the renovation
and expansion of the building; and
WHEREAS, pursuant to Municipal Code Section 3.12.160, the City issued a Request for
Qualifications (RFQ) for design and construction support services, published legal notices in the
Carmel Pine Cone in addition to other outreach methods, and received eight Statements of
Qualifications (SOQs); and
WHEREAS, the detailed scope of work, fees, and schedule were successfully negotiated
with Kasavan Architects resulting in a total fee not-to-exceed $111,650; and
WHEREAS, on May 2, 2017, the City Council adopted the Fiscal Year 2017/18 Capital
Improvement Program Budget which allocated $250,000 from Measure D revenue for the Police
Department Renovation Project;
SIGNED: ATTEST:
_______________________
Steve Dallas, Mayor Ashlee Wright
City Clerk
AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
Kasavan Architects
Architectural Design and Construction Support Services
Agreement Number
THIS AGREEMENT is executed this ___ day of August, 2017 by and between the CITY
OF CARMEL-BY-THE-SEA, a municipal corporation (hereinafter CITY), and Kasavan Architects
(hereinafter "CONSULTANT").
3. Term. The work under this Agreement shall commence on August 9, 2017 and
terminate on December 31, 2019. The parties may agree to extend or amend this Agreement
prior to its expiration.
Compensation under this Agreement shall become due and payable thirty (30)
days after CITYs approval of CONSULTANTS submission of monthly written invoices. Written
invoices shall clearly itemize each charge. The payment of any compensation to CONSULTANT
hereunder shall be contingent upon performance of the terms and conditions of this Agreement
to the reasonable satisfaction of the City Administrator.
If the City Administrator determines that the work set forth in the written invoice
has not been performed in accordance with the terms of this Agreement, CITY shall not be
responsible for payment until such time as the work has been performed to the reasonable
satisfaction of the City Administrator.
5. Additional Services. In the event that CITY should request additional services
not covered by the terms of this Agreement, said additional services and compensation shall be
agreed upon in advance and in writing by CONSULTANT and the City Administrator.
CONSULTANT shall not be compensated for any additional services unless such additional
1
services and compensation are approved by the City Council inasmuch as all Agreements
exceeding $24,999.00 require City Council approval to be valid.
6. Meet and Confer. CONSULTANT agrees to meet and confer with CITY or its
agents or employees with regard to services as set forth herein as may be required by City
Administrator to insure timely and adequate performance of this Agreement.
In the event this Agreement is terminated pursuant to this section CITY shall pay
CONSULTANT the actual value of the work performed up to the time of termination provided that
the work performed is of value and approved by CITY. Upon termination of this Agreement
pursuant to this section CONSULTANT will submit an invoice to CITY pursuant to section 4 of
this Agreement.
To the fullest extent permitted by law (including, without limitation, California Civil
Code Sections 2782 and 2782.6, if applicable), CONSULTANT shall defend (with legal counsel
reasonably acceptable to designated agents, departments, officials, representatives, and
employees, collectively Indemnitees) from and against claims, loss, cost, damage, injury expense
and liability (including incidental and consequential damages, court costs, reasonable attorneys
fees, litigation expenses and fees of expert consultants or expert witnesses incurred in connection
therewith and costs of investigation) to the extent they arise out of, pertain to, or relate to, the
negligence, recklessness, or willful misconduct of CONSULTANT, any sub-consultant, anyone
directly or indirectly employed by them, or anyone that they control (collectively Liabilities). Such
obligations to defend, hold harmless and Indemnify any Indemnitee shall not apply to the extent
that such Liabilities are caused in part by the negligence, or willful misconduct of such Indemnitee.
10. Insurance. CONSULTANT shall submit and maintain in full force insurance as
described herein. Without altering or limiting CONSULTANTS duty to indemnify, CONSULTANT
shall maintain in effect throughout the term of this Agreement, a policy or policies of insurance
with the following minimum limits of liability:
Or
Exception may be made for the State Compensation Insurance Fund when
not specifically rated.
D. Prior to the start of work under this Agreement CONSULTANT shall file
certificates of insurance and endorsements evidencing the coverage
required by this Agreement with the City Administrator. CONSULTANT
shall file a new or amended certificate of insurance promptly after any
change is made in any insurance policy which would alter the information
on the certificate then on file.
11. Ownership of Work. Upon completion of the work under this Agreement,
ownership and title to all materials and deliverables produced as part of this Agreement will
automatically be vested in CITY and no further Agreement will be necessary to transfer ownership
to CITY. CONSULTANT shall not be held liable for any modification or re-use of CITY-owned
materials and deliverables for purposes outside their original intent.
13. Termination. This Agreement may be terminated by either party upon thirty (30)
calendar days written notice to the other party. In the event of such termination, CITY shall pay
CONSULTANT for all services performed in accordance with this Agreement to the date of receipt
of notice of termination. An itemized statement of the work performed to the date of termination
shall be submitted to CITY. In ascertaining the services actually rendered hereunder up to the date
of termination of this Agreement, consideration shall be given to both completed work and work in
process of completion, and to complete and incomplete drawings and other documents whether
delivered to CITY or in the possession of the CONSULTANT.
15. Authority of the City Administrator. CONSULTANT shall perform all necessary
services provided under this Agreement and outlined in the proposal and shall do, perform, and
carry out said work in accordance with this Agreement as determined by and to the reasonable
satisfaction of the City Administrator. The City Administrator reserves the right to make changes,
additions or deletions, to the scope of work as deemed necessary or advisable to implement and
carry out the purposes of this Agreement. The City Administrator is authorized to execute change
orders.
17. Materials and Equipment. CONSULTANT shall furnish at his/her own expense,
all materials and equipment necessary to carry out the terms of this Agreement.
18. Digital Files. CONSULTANT shall furnish copies of all deliverables in digital
format.
19. Audit Authority. CONSULTANT shall keep full and detailed accounts and
exercise such controls as may be necessary for proper financial management under this
Agreement; the accounting and control systems shall be satisfactory to CITY. CITY and CITYs
auditor shall be afforded access to CONSULTANTs records, books, correspondence and other
data relating to this Agreement. CONSULTANT shall preserve these records, books,
correspondence and other data relating to this Agreement for a period of four (4) years after final
payment or for such longer period as may be required by law. In addition, CONSULTANT agrees
to make said records, books, correspondence and other data relating to this Agreement available
to CITY at CITYs principle place of business upon seventy-two (72) hours advance written notice.
The City Administrator, or his or her designee, shall at all times have the right to inspect the work,
services, or materials. CONSULTANT shall furnish all reasonable aid and assistance required by
CITY for the proper examination of the work or services and all parts thereof. Such inspection shall
not relieve CONSULTANT form any obligation to perform said work or services strictly in
accordance with the specifications of any modifications thereof and in compliance with the law.
20. Notices. All notices herein provided to be given, or which may be given by either
party to the other, shall be considered fully received when made in writing and deposited in the
United States mail, certified and postage prepaid, and addressed to the respective parties as
follows:
21. Entire Agreement. This Agreement constitutes the entire Agreement between
the parties hereto and supersedes any and all prior Agreements, whether oral or written, relating
to the subject matter thereof. Any modification of this Agreement will be effective only if it is in
writing signed by both parties hereto.
23. Assignment of Interest. The duties under this Agreement shall not be
assignable, delegable, or transferable without the prior written consent of CITY. Any such
purported assignment, delegation, or transfer shall constitute a material breach of this Agreement
upon which CITY may terminate this Agreement and be entitled to damages.
24. Conflict of Interest/Political Reform Act. CONSULTANT shall at all times avoid
conflicts of interest, or the appearance of conflicts of interest, in the performance of this
Agreement.
During the term of this Agreement CONSULTANT shall not directly or indirectly,
either as a partner, employer, employee, consultant, principal, and agent or in any individual or
representative capacity, engage or participate in any business or voluntary activity on behalf of
any other party on any property located within the City of Carmel-by-the-Sea without notification
to City Administrator.
CONSULTANT will take affirmative action to ensure that applicants are employed
and that employees are treated during employment without regard to their race, creed, color, sex,
age, national origin, marital status, physical or other motor handicap.
27. Laws. CONSULTANT agrees that in the performance of this Agreement it will
reasonably comply with all applicable state, federal and local laws and regulations. This
Agreement shall be governed by and construed in accordance with the laws of the State of
California and the City of Carmel-by-the-Sea.
28. Attorneys Fees and Court Venue. Should either party to this Agreement bring
legal action against the other, (formal judicial proceeding, mediation or arbitration), the case shall
be handled in Monterey County, California, and the party prevailing in such action shall be entitled
to a reasonable attorneys fee which shall be fixed by the judge, mediator or arbitrator hearing the
case and such fee shall be included in the judgment, together with all costs.
29. Severability. If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
IN WITNESS WHEREOF, this Agreement is entered into by the parties hereto in Carmel,
California, on the day and year first written above.
CITY OF CARMEL-BY-THE-SEA:
CONSULTANT:
ATTEST:
APRROVED AS TO FORM:
City of Carmel-by-the-Sea Police Station
July 7, 2017
Rev. July 26, 2017
Exhibit A - Scope of Work, Fees, and Schedule for the Police Department Building Renovation Project
A/E basic services effort consists of design services for Two Phases of construction. The First phase is to
accommodate the relocation of existing electrical and communication equipment near the dispatch room into
the basement communications room. The dispatch room will incorporate the old electrical closet and receive
new floor, wall finishes, and light fixtures as necessary. The Second phase includes a new building addition
including new property room, evidence room, and associated storage rooms located in the existing raised
planter area. As well as, a new egress corridor and doors from the basement level, and ADA upgrades to the
main accessible entrance and one main restroom. Services include normal structural, mechanical, plumbing,
electrical and data/communications to support equipment and workflow requirements as approved by the
owner and equipment vendor, and as required by applicable codes and regulations per the agreement &
attached plans Exhibit A. We have engaged and included the following sub consulting services Structural
Engineer- Urfer & Associates (Aptos, CA), Electrical Engineer- Aurum Consulting Engineers (Monterey, CA),
Mechanical Engineer- Axiom Engineers (Monterey, CA) and Hazardous Material Consultant M3
Environmental Engineering (Monterey, CA).
The goal of our effort will be to secure City approval of the tenant improvements as indicated above in a set of
biddable construction documents and to provide normal construction administration.
PHASE I:
Dispatch center including plan revisions to (E) dispatch room and relocation of equipment and electrical panels
to the (E) communications room in the basement, finishes, electrical, communications, data, and fire alarm.
A. Schematic design:
1. Two site visits to verify existing conditions to the extent necessary to accomplish design.
2. Prepare schematic design plans for review with Owner/Users for approval.
3. Make one revision per City of Carmel-by-the-Sea review comments.
C. Bid
1. Response to bid RFIs.
2. Issue addenda as necessary.
D. Construction Administration:
1. 5 construction meetings & minutes (based on estimated 10 week project duration.)
2. Review of Submittals
3. Respond to RFIs
4. Provide ASIs, CCDs as necessary.
5. Revisions or design changes due to owner request or resulting from unforeseen existing
conditions will be provided as an additional service on a T&M basis.
6. Punchlist walk and Final walk to verify the completed work.
7. Record drawings of project scope in AutoCad format.
PHASE II:
Police station addition including new property room, evidence room, and associated storage rooms. New
egress from basement level, ADA upgrades to accessible entrance and main restroom.
A. Schematic design:
1. Site visit to verify existing conditions to the extent necessary to accomplish design.
2. Analyze the existing structural system to insure the new work will not require strengthening of
the existing structure.
3. Prepare schematic design plans for review with Owner/Users for approval.
4. Make one revision per City of Carmel-by-the-Sea review comments.
C. Bid
1. Response to bid RFIs.
2. Issue addenda as necessary.
D. Construction Administration:
1. 13 construction meetings & minutes (based on estimated 26 week project duration.)
2. Review of Submittals
3. Respond to RFIs
4. Provide ASIs, CCDs as necessary.
5. Revisions or design changes due to owner request or resulting from unforeseen existing
conditions will be provided as an additional service on a T&M basis.
6. Punchlist walk and Final walk to verify the completed work.
7. Record drawings of project scope in AutoCad format.
Part 2 Assumptions
A. These documents will be used by the City of Carmel-by-the-Sea project manager to bid the overall
scope of work as traditional design-bid-build project delivery method.
B. The City of Carmel-by-the-Sea has confirmed this may be a One- or Two-Phase project.
C. The Existing Record Drawings provided by the Owner may be relied on as accurate basis for design.
D. The included A&E Fee for architectural services shall be limited to the area of work indicated on
Exhibit A Attached that is required for a building permit from City of Carmel-by-the-Sea.
E. Kasavan Architects to lead the effort to create a phased workplan to minimize operational disruption
to the facility, with Owner input. See proposal for scope.
F. Additional efforts, as requested, will be billed on a T&M basis.
G. This proposal includes travel & other incidental reimbursable expenses. All correspondence, meeting
notes, reports, etc. shall be sent electronically. City submittal presentation materials, Bid documents
(drawing sets, project manuals, boards, handouts, graphics, models, etc.) will be billed at our regular
reimbursable rate of cost plus 10%.
H. Consoles/workstations for the Dispatch Room were acquired separately by the Owner. These items
are an FF&E item, installed and connected by Owners consultants.
Part 3 Fee
We propose the following Stipulated Sum to accomplish the Scope of Work and tasks as described below:
PHASE I:
City of Carmel-by-the-Sea Police Station
July 7, 2017
Rev. July 26, 2017
PHASE II:
Schematic Design: $14,688
Design Development: $8,808
Construction Documents: $17,625
Bidding: $2,938
Construction Administration: $16,346
(includes record drawings of project scope in AutoCAD format)
Part 4 Schedule
Estimated schedules:
Phase I:
Schematic City Const. City Bid and Award: Construction (preliminary):
Design: Review: Documents: Review/ 7 weeks 10 weeks
4 weeks 2 weeks 4 weeks Permit:
2 weeks
Phase II:
Schematic City Const. Documents: City Bid and Award:
Design: Review: 8 weeks Review/ 7 weeks
4 weeks 2 Weeks Permit:
2 weeks
City of Carmel-by-the-Sea Police Station
July 7, 2017
Rev. July 26, 2017
Construction (preliminary):
26 weeks
Part 5 Exclusions
A. Additional consultants and design not listed above (i.e. communications systems, radio systems, IT,
security, 911 vendors).
B. FFE design
C. Fire Alarm Voice Evacuation System Design.
D. CCTV, security
E. Green Building Code (Cal Green) voluntary measures.
F. As built drawings by Contractor.
G. Value Engineering Reviews.
H. Destructive testing to confirm concealed existing conditions
I. Fire Sprinkler deferred approval by Sub-contractor
J. Civil engineering, Landscape and Irrigation, Interior Design services
K. Erosion control and construction plan, SWPPP to be done by Contractor during Phase II.
L. Bid Administration.
M. Permits, plan review / submittal fees
N. Special Testing/Inspection fees
O. LEED Certification.
P. Meetings beyond those listed above.
Q. Other efforts not specifically listed above.
R. Services associated with unforeseen, hidden or unknown existing conditions will be provided on a
T&M basis with owner authorization.
S. Bid announcement preparation or advertising.
A. Should the Owner choose to modify the Scope of Work, the Architect will cooperate with the Owner to
accomplish the owners goal if or when so directed. Services associated with Owner requested changes
will be provided on a T&M basis with owner authorization.
City of Carmel-by-the-Sea
REQUEST FOR QUALIFICATIONS (RFQ)
RFQ 16-17-013
DELIVER OR MAIL THE ORIGINAL SOQs AND FOUR (4) COPIES IN A SEALED
ENVELOPE CLEARLY MARKED RFQ-16-17-013 ARCHITECTURAL AND ENGINEERING
DESIGN SERVICES FOR THE POLICE DEPARTMENT RENOVATION TO THE ADDRESS
LISTED BELOW:
City of Carmel-by-the-Sea
US Mail: City Clerk
P.O. Box CC
Carmel-by-the-Sea, CA 93921
City of Carmel-by-the-Sea
City Clerk
FedEx / UPS / Hand Delivery: east side of Monte Verde
Between Ocean and Seventh Avenues
Carmel-by-the-Sea, CA 93921
The Carmel Police Department was constructed in 1967. Now, at fifty years old, this
facility requires specific improvements to enhance the work environment and its
functionality. The facility needs to be slightly expanded, enlarging the dispatch room
and adding a property room, an evidence processing room and a utility room to meet
the Departments personnel and storage needs. These renovations need to allow for
up-to-date police technology and computer hardware to better function with an
improved, ergonomic workspace. For example, the electrical demands, which have
been increasing with the need for more computers, monitors, radios, public works and
police communication phones, the 911 system, and uninterrupted power supplies to
protect all electrical components, must be considered in the redesign. In addition to the
electrical demands, the air handling system, plumbing and any associated abatement
may all need to be addressed during the renovation and expansion of the facility with
regard to employee health, law enforcement needs, and the upgrading of all systems.
The City is seeking candidates who can provide comprehensive full-service consulting
as defined by the American Institute of Architects:
1. Pre-Design Services
2. Schematic Design Services
3. Design Development
4. Preparation of Construction Documents
5. Bid Administration
6. Construction Administration
These services may include but are not limited to the following Scope of Services:
1. Cover letter of interest: Identify the location of the key individuals who will
be assigned to work on this project and include your California Architect
License number.
2. Background: Provide a brief description of your firms history, capabilities,
and target markets.
3. Organizational Chart: Provide a detailed organizational chart of the entire
project team, and describe relevant experience and qualifications of your
proposed key personnel (including resumes)
4. Experience: Describe at least 3 similar Public Works projects that your key
personnel have worked on within the past five years and demonstrate
successful completion of those projects (including information on project
estimates versus final cost and data on change orders with associated costs).
If your firm has completed similar projects without the involvement of the
proposed key personnel, please note this in your proposal.
5. Sub-Consultants: Identify sub-consultants to be used, if any, their
role/expertise, and prior teaming projects (for example Electrical, Mechanical,
Civil and/or Structural Engineers)
6. References: Include at least 3 references.
The SOQs shall not exceed 20 single-sided pages.
IV. Inquiries:
Only the following individual may be contacted during the RFQ process and this
individual must only be contacted via email:
The City reserves the right to make the consultant selection based on any
factors, whether quantitatively and/or qualitatively identifiable or not.
The City reserves the right to choose the Scope of Services which may be
assigned to the consultant.
The City reserves the right to define and/or redefine the Scope of Services
through amendments to an Agreement.
The City reserves the right to select consultants and /or assemble selected
consultants into implementation teams as it sees fit.
This solicitation for SOQs does not commit the City to enter into a contract.
This solicitation for SOQs does not commit the City to pay any costs incurred by
a consultant in the preparation of their SOQs.
The City reserves the right to accept or reject any SOQs, or to cancel in part or in
its entirety this solicitation for SOQs.
The City reserves the right to re-advertise for consulting services at any time in
this process.
3. Term. The work under this Agreement shall commence on _____ and terminate
on ______. The parties may agree to extend or amend this Agreement prior to its expiration.
Compensation under this Agreement shall become due and payable thirty (30)
days after CITYs approval of CONSULTANTS submission of monthly written invoices. Written
invoices shall clearly itemize each charge. The payment of any compensation to CONSULTANT
hereunder shall be contingent upon performance of the terms and conditions of this Agreement
to the reasonable satisfaction of the City Administrator.
If the City Administrator determines that the work set forth in the written invoice
has not been performed in accordance with the terms of this Agreement, CITY shall not be
responsible for payment until such time as the work has been performed to the reasonable
satisfaction of the City Administrator.
5. Additional Services. In the event that CITY should request additional services
not covered by the terms of this Agreement, said additional services and compensation shall be
agreed upon in advance and in writing by CONSULTANT and the City Administrator.
CONSULTANT shall not be compensated for any additional services unless such additional
services and compensation are approved by the City Council inasmuch as all Agreements
exceeding $24,999.00 require City Council approval to be valid.
In the event this Agreement is terminated pursuant to this section CITY shall pay
CONSULTANT the actual value of the work performed up to the time of termination provided
that the work performed is of value and approved by CITY. Upon termination of this Agreement
pursuant to this section CONSULTANT will submit an invoice to CITY pursuant to section 4 of
this Agreement.
Or
2) An insurance company with a current A.M. Best rating of no less
that A: VII
Exception may be made for the State Compensation Insurance Fund
when not specifically rated.
B. Each insurance policy required by this Agreement shall be endorsed to
state that CITY shall be given notice in writing at least thirty (30) days in
advance of any cancellation thereof, except CITY shall be given TEN (10)
days notice for nonpayment of the premium.
CONSULTANT:
21. Entire Agreement. This Agreement constitutes the entire Agreement between
the parties hereto and supersedes any and all prior Agreements, whether oral or written, relating
to the subject matter thereof. Any modification of this Agreement will be effective only if it is in
writing signed by both parties hereto.
CITY OF CARMEL-BY-THE-SEA:
CONSULTANT:
ATTEST:
APRROVED AS TO FORM:
DELIVER OR MAIL THE ORIGINAL SOQs AND FOUR (4) COPIES IN A SEALED
ENVELOPE CLEARLY MARKED RFQ-16-17-013 ARCHITECTURAL AND ENGINEERING
DESIGN SERVICES FOR THE POLICE DEPARTMENT RENOVATION TO THE ADDRESS
LISTED BELOW:
City of Carmel-by-the-Sea
US Mail: City Clerk
P.O. Box CC
Carmel-by-the-Sea, CA 93921
City of Carmel-by-the-Sea
City Clerk
FedEx / UPS / Hand Delivery: east side of Monte Verde
Between Ocean and Seventh Avenues
Carmel-by-the-Sea, CA 93921
The Carmel Police Department was constructed in 1967. Now, at fifty years old, this
facility requires specific improvements to enhance the work environment and its
functionality. The facility needs to be slightly expanded, enlarging the dispatch room
and adding a property room, an evidence processing room and a utility room to meet
the Departments personnel and storage needs. These renovations need to allow for
up-to-date police technology and computer hardware to better function with an
improved, ergonomic workspace. For example, the electrical demands, which have
been increasing with the need for more computers, monitors, radios, public works and
police communication phones, the 911 system, and uninterrupted power supplies to
protect all electrical components, must be considered in the redesign. In addition to the
electrical demands, the air handling system, plumbing and any associated abatement
may all need to be addressed during the renovation and expansion of the facility with
regard to employee health, law enforcement needs, and the upgrading of all systems.
The City is seeking candidates who can provide comprehensive full-service consulting
as defined by the American Institute of Architects:
1. Pre-Design Services
2. Schematic Design Services
3. Design Development
4. Preparation of Construction Documents
5. Bid Administration
6. Construction Administration
These services may include but are not limited to the following Scope of Services:
1. Cover letter of interest: Identify the location of the key individuals who will
be assigned to work on this project and include your California Architect
License number.
2. Background: Provide a brief description of your firms history, capabilities,
and target markets.
3. Organizational Chart: Provide a detailed organizational chart of the entire
project team, and describe relevant experience and qualifications of your
proposed key personnel (including resumes)
4. Experience: Describe at least 3 similar Public Works projects that your key
personnel have worked on within the past five years and demonstrate
successful completion of those projects (including information on project
estimates versus final cost and data on change orders with associated costs).
If your firm has completed similar projects without the involvement of the
proposed key personnel, please note this in your proposal.
5. Sub-Consultants: Identify sub-consultants to be used, if any, their
role/expertise, and prior teaming projects (for example Electrical, Mechanical,
Civil and/or Structural Engineers)
6. References: Include at least 3 references.
The SOQs shall not exceed 20 single-sided pages.
IV. Inquiries:
Only the following individual may be contacted during the RFQ process and this
individual must only be contacted via email:
The City reserves the right to make the consultant selection based on any
factors, whether quantitatively and/or qualitatively identifiable or not.
The City reserves the right to choose the Scope of Services which may be
assigned to the consultant.
The City reserves the right to define and/or redefine the Scope of Services
through amendments to an Agreement.
The City reserves the right to select consultants and /or assemble selected
consultants into implementation teams as it sees fit.
This solicitation for SOQs does not commit the City to enter into a contract.
This solicitation for SOQs does not commit the City to pay any costs incurred by
a consultant in the preparation of their SOQs.
The City reserves the right to accept or reject any SOQs, or to cancel in part or in
its entirety this solicitation for SOQs.
The City reserves the right to re-advertise for consulting services at any time in
this process.
3. Term. The work under this Agreement shall commence on _____ and terminate
on ______. The parties may agree to extend or amend this Agreement prior to its expiration.
Compensation under this Agreement shall become due and payable thirty (30)
days after CITYs approval of CONSULTANTS submission of monthly written invoices. Written
invoices shall clearly itemize each charge. The payment of any compensation to CONSULTANT
hereunder shall be contingent upon performance of the terms and conditions of this Agreement
to the reasonable satisfaction of the City Administrator.
If the City Administrator determines that the work set forth in the written invoice
has not been performed in accordance with the terms of this Agreement, CITY shall not be
responsible for payment until such time as the work has been performed to the reasonable
satisfaction of the City Administrator.
5. Additional Services. In the event that CITY should request additional services
not covered by the terms of this Agreement, said additional services and compensation shall be
agreed upon in advance and in writing by CONSULTANT and the City Administrator.
CONSULTANT shall not be compensated for any additional services unless such additional
services and compensation are approved by the City Council inasmuch as all Agreements
exceeding $24,999.00 require City Council approval to be valid.
In the event this Agreement is terminated pursuant to this section CITY shall pay
CONSULTANT the actual value of the work performed up to the time of termination provided
that the work performed is of value and approved by CITY. Upon termination of this Agreement
pursuant to this section CONSULTANT will submit an invoice to CITY pursuant to section 4 of
this Agreement.
Or
2) An insurance company with a current A.M. Best rating of no less
that A: VII
Exception may be made for the State Compensation Insurance Fund
when not specifically rated.
B. Each insurance policy required by this Agreement shall be endorsed to
state that CITY shall be given notice in writing at least thirty (30) days in
advance of any cancellation thereof, except CITY shall be given TEN (10)
days notice for nonpayment of the premium.
CONSULTANT:
21. Entire Agreement. This Agreement constitutes the entire Agreement between
the parties hereto and supersedes any and all prior Agreements, whether oral or written, relating
to the subject matter thereof. Any modification of this Agreement will be effective only if it is in
writing signed by both parties hereto.
CITY OF CARMEL-BY-THE-SEA:
CONSULTANT:
ATTEST:
APRROVED AS TO FORM:
Our experience includes facility assessments and renovations to essential facilities including public safety projects and
clinical care environments in the Natividad Medical Center and the Salinas Valley Memorial Hospital. In the private
sector, we have extensive experience in high-security facilities with many projects for credit card companies using
digital turnstiles, bio-metrics, high-security access control portals and card reader access and monitoring throughout.
It should be comforting to the City to know that our positive attitude and solutions-based approach has resulted in over
90% of our work being done for repeat customers who have come to trust and rely on Kasavan Architects for quality
planning, design and construction services based on three main considerations:
With experience that includes over 65 years of claims-free practice focused on Public Works Design and Construction,
we have an uncommonly well-grounded approach to understanding our customers vision and program and how to
work collaboratively with Owner Representatives to deliver plans that support this vision within the available
resources. Based on the quality of our services, our clients benefit from projects that maximize utility, economy and
function in service of their vision within the resources available.
My personal experience includes over 5 years as a union carpenter and journeyman including serving as construction
superintendent on public works projects. This experience contributes to our cost-control, high-quality construction
documents and practical constructible designs that are respected by local contractors who typically bid public projects.
With offices.located only 22 miles from your police department we provide a qualified local resource with rapid
response time and ready access within a 35- 40-minute drive to your project site.
Our staff includes long-term employees who understand and share our commitment to providing the highest quality
services throughout the life of the project and beyond. Key staff members stay with the project from the beginning
through the completion of the project.
Founded in Salinas in November of 1949, Kasavan Architects is a full-service Architecture and Planning firm. For over 67
years, our mission has been to deliver functional, efficient, aesthetically pleasing, and durable school facilities that meet
educatio al a d p og a e ui e e ts ithi the lie ts a aila le esou es. Kasa a A hite ts is a lo al fi a d a
integral part of this community. We are committed to providing the highest quality services based on more than six
decades of public school design experience. We work closely with our clients and are constantly focused on the realistic
integration of project scope, budget, and schedule throughout the course of the project.
Founder Jerome Kasavan moved to Salinas as a boy with his parents in 1924 and attended Salinas High School and
Hartnell College before graduating from UC Berkeley. After military service in Europe in WWII, he returned home and
established his firm as Jerome Kasavan Associates. His son Peter attended the same local schools then earned an
Undergraduate Degree from the California College of Arts and Crafts, a Journeyman Carpenter Certificate from Local
Union 925 a d fi all a Maste of A hite tu e deg ee f o UC Be kele . Pete joi ed his fathe s fi afte g aduati g,
then bought the company in 1994 and revised the name to Kasavan Architects.
Over 90% of our work is for repeat customers for Educational, Governmental, and Healthcare projects.
In addition, we have experience with all the following which can be provided at the O e s request:
i. Pre-Design services such as site analysis and selection, needs assessments, scope development, and
master planning.
ii. Community Outreach
iii. Fundraising Support and Program Management
iv. Special Environmental Studies such as wind and solar access.
v. Enhanced presentation including color renderings, and active fly-through 3-D modeling.
vi. Construction Management
vii. Furniture, fixture and equipment (FFE) specification, bidding and installation.
viii. Specialized security systems including CCTV, badge reader entry, ex-ray, metal detector and biometric
screening.
ix. Emergency power generation.
x. Many others as required by the specific job.
7. Applicable licenses:
Peter Kasavan FAIA: Architect-C14814
Cerisa Skinner AIA, LEED AP: Architect-C33563
Federal Tax ID No.: 33-1036098
Architecture is an art and a science that blends aesthetics, functionality, budget, codes, community needs, and the
Clie ts mission. Our designs are not pre-conceived, but are guided and developed from an understanding of the needs,
vision, and resources of our clients and their stakeholders. We approach every project as unique, and every project
benefits f o ou app e iatio of the lie ts eeds, spe ifi p oje t de a ds, a d the appli atio of ou oad e pe tise
and legacy in public work design.
The fi s renovation work includes facility assessment, budgeting, prioritization of scope, new roofing and fencing of all
types, hazardous materials abatement, decay and corrosion repair, building demolition, modernized energy management,
security system, fire alarm, technology infrastructure upgrades, accessibility upgrades, and low voltage systems.
We are direct and forthcoming in our approach and dedicated to rigorous attention to detail, a high level of knowledge
and expertise in construction, and a commitment to effective listening and clear communication with our clients,
consultants, and the contractor. This greatly enhances the effectiveness of our recommendations, reports and
assessments.
Kasavan Architects has been recognized with many architectural design awards, including local, state, national, and
international awards. Combining our recognized design excellence, innovative practical solutions, and proven track record
of effective cost prediction and control, we have earned our clients trust and confidence, time and again.
With a long-standing reputation for honesty, integrity, and effective problem-solving, our firm has gained the respect of
not only our customers, but the construction industry. We are committed to supporting our community in all regards, and
many of our staff are dedicated volunteers for a wide variety of non-profit organizations.
Our firm has no litigation or threatened litigation against our firm or its owners that may affect our ability to perform and
complete the work of the proposed program. In fact, we have never been involved with litigation related to our
architectural services.
2. Proposed Consultants:
Structural Engineer Donald C Urfer & Associates, Aptos CA
Mechanical Engineer Axiom Engineers, Monterey CA
Electrical Engineer Aurum Consulting Engineers, Monterey CA
Landscape Architect SSA Landscape Architects, Santa Cruz, CA
4. Organizational Chart:
City of Carmel-by-the-Sea
President
Peter Kasavan, FAIA
Kasavan
Architects
Principal
Jonathon Strnad
Project Managers
Drafting and
Barbara Chagnon,
Technical Support
Cerisa Skinner, AIA
COMMUNITY SERVICE
Youth Soccer Coach
CERISA SKINNER, AIA, LEED AP
PROJECT EXPERIENCE ARCHITECT
QUALIFICATIONS
Projects in the City of Salinas
Rancho Cielo Vocational Center Cerisa Skinner brings over thirteen years of experience in architecture to Kasavan
Salinas, CA
Architects. Throughout her career, she has worked on a wide range of project
CSUMB @ Salinas City Center
Salinas, CA types, including Educational, Medical, Restaurant, Commercial, and Custom
Portobellos II Restaurant Residential. This experience has allowed her to cultivate skills across all phases of a
Salinas, CA project from concept design through construction. She is proficient in Revit,
Harden Ranch Plaza T.I. AutoCad and Sketchup. Cerisa currently serves as Past President of the Board for
Salinas, CA the Monterey Bay Chapter of the American Institute of Architects (AIA).
El Charrito Faade and Parking Update
Salinas, CA
K-12 DSA Projects:
Salinas UHSD EDUCATION
Salinas, CA
Farm Barn Bachelor of Architecture,
San Lorenzo Valley USD California Polytechnic State University, San Luis Obispo, California
Boulder Creek, CA
Boulder Creek ES Shade
Minor in Sustainable Environments
Structures
East Side UHSD
San Jose, CA
Silver Creek HS New Multiuse RELEVANT EXPERIENCE
& Classroom Building
Silver Creek HS Sign
Rancho Cielo Vocational Center Project Manager
Oak Grove HS Art Classrooms
renovation
Overfelt HS Adult Education Natividad Medical Center - Project Manager
Center Security Room T.I.
Oak Grove SD
San Jose, CA
East Side Union High School District Assist. Project Manager
Herman IS New Gym
Silver Creek High School New Multiuse Building, 14,800 SF, $7.1
OHSPD Projects:
Million
Natividad Medical Center
Salinas, CA Overfelt High School New Adult Education Center, customized
Security Room T.I. modular, $7.9 Million
Other Projects:
New Private Residence Oak Grove School District Assist. Project Manager
Pebble Beach, CA New Gymnasium, 14,100 SF, $6.8 Million
Private Historic Residence
Remodel/Addition
Pebble Beach, CA
Private Residence Remodel
San Francisco, CA
COMMUNITY SERVICE
CBS Interactive Employee Lounge
San Francisco, CA AIA Monterey Bay Chapter Past President of the Board, AIACC Rep.
Splitbread Restaurant
Habitat for Humanity volunteer
San Francisco, CA
Good Samaritan Community Center
Santa Maria, CA
PICU and Clinic Support Renovation
Naval Medical Center, San Diego, CA
BARBARA CHAGNON
PROJECT EXPERIENCE SENIOR PLANNER & PROJECT MANAGER
City of Salinas Projects:
Womens Club Renovation Years with the Firm: 22
County Projects:
Monterey Courthouse Toilet Room Upgrades QUALIFICATIONS
Energy Efficiency Measures Phase 3
ADA toilet room upgrades at Jail
New Jail Corridor
Barbara Chagnon has served as the planner and project manager of
many public projects including: public schools, healthcare and
Planning Projects:
Salinas Union High School District, HS #5
governmental projects. She has over 23 years of experience as a
Carmel High School Performing Arts Theatre, planning & design professional, project manager, and construction
Carmel CA administrator.
Cabrillo College Green Tech Center, Watsonville
CA
Mission School, Soledad CA She has worked in all aspects of the field including programming,
Castroville School, Castroville CA planning, and the supervision and management of projects from
North Monterey County Middle School schematics through complete working drawings, specifications and
Washington Union School District, Salinas CA construction.
(3 Sites)
Alisal High School, Salinas CA
Prunedale School, Salinas CA She is adept at space planning and efficient layout of project FF&E.
King City High School, King City, CA
Aromas - San Juan Unified School District, With a highly detailed approach to understanding codes and
Aromas and San Juan Schools
regulations, Barbara is an organized project team leader and has an
King City Union School District, (3 Sites)
exceptional ability to manage and lead teams of diverse people and
New Construction Projects:
interests while balancing design, schedule, and budget to meet the
Salinas Union High School District, HS #5
Carmel High School Performing Arts Theatre, clients expectations.
Carmel CA
Mission School New Classroom Building,
Soledad, CA EDUCATION
San Benancio Middle School Science & Math
Center, Salinas CA Bachelor of Architecture
North Monterey County Middle School California Polytechnic State University, San Luis Obispo, 1992
(Gambetta) Gymnasium, Castroville CA
Modernization / Alteration Projects:
King City High School Gymnasium, King City CA
Alisal High School Counseling Center, Salinas CA
Mission School, Soledad CA
Alisal High School, Salinas CA
COMMUNITY SERVICE
Washington Middle School & El Sausal Middle
Big Sur International Marathon
School Toilet Room Upgrades, Salinas CA Salinas High School Track & Field Coach
King City High School & Greenfield High School
Track Renovations
San Benancio Middle School, Salinas CA
Washington Union School, Salinas CA
Aromas School, Aromas, CA
San Juan School, San Juan Bautista CA
Prunedale School, Salinas, CA
San Lorenzo Middle School, King City, CA
Spreckels Elementary School, Spreckels, CA
Buena Vista Middle School, Salinas, CA
North Monterey County High School,
Castroville, CA
Healthcare
Salinas Valley Memorial Hospital:
Ave Maria Convalescent Hospital
Relevant Experience
Relevant Experience (last 10 years)
The following projects were all completed under the direction and engagement of firm President, Peter Kasavan, FAIA
and, where required, included the services of appropriate consultants as listed in Tab C, Key Team Members. Current
employees Jonathan Strnad, Principal and/or Barbara Chagnon, Sr. Project Manager participated in planning or
implementation of many of these projects.
1. City of Salinas, Train Station 2016. Historic facility renovations and seismic upgrades for multiple users.
Coordinated programming and design among 4 agencies: City of Salinas, Union Pacific RR, Greyhound Bus and
Monterey Salinas Transit.
Project Estimate: $819,516
Contractor Bid: $754,690
Final Cost: $868,288
Change Orders: $113,598
AE Related: $ 16,850 (2.23%)
Owner Requested: $ 40,492 (5.37%)
Field Conditions: $ 66,747 (8.84%)
General Contractor: $ 700 (0.093%)
2. Cesar Chavez Library Renovations and Addition, 2013. City of Salinas, Certified LEED Gold.
A complete gut and reconstruction of 7,000 sf existing library including an 8,000 sf new addition. Project was
certified at the LEED Gold level and named 2013 Project of the Year by American Institute of Architects,
Monterey Bay Chapter.
Key personnel: included Jordan Daniels, LEED AP, and Brian Kimura, Interior Designer
Project Estimate: $3,319,000
Contractor Bid: $3,057,157
Contract Awarded: $2,924,546
Final Cost: $3,088,506
Change Orders: $ 163,960
AE Related: $ 53,073.79 (1.81%)
Owner Requested: $ 55,955.72 (1.91%)
Field Conditions: $ 53,880.00 (1.84%)
General Contractor: $ 1,050.70 (0.359%)
3. Center for the Performing Arts, Carmel High School: 20,000 square foot, 350 seat Performing Arts Center.
The Carmel High School campus is located on a State Highway that is highly visible to many thousands of
travelers and commuters on a daily basis. The building site provided an opportunity to construct a landmark
building to provide a permanent new identity for the campus and the Community. The deep roof overhangs,
wide entry stairs and full height glazing present a powerful arrival experience and sense of drama appropriate for
this building type. Entry and lobby materials include a rich palette of large limestone masonry units, cherry wood
pre-finished metal panels and slate pavers.
Awards:
2016 - The 40 Most Beautiful HS Campuses in California
2012 Califo ias Coalitio fo Ade uate S hool Housi g/the A e i a Institute of Architects, California Council
Leroy F. Greene Design Awards, Award of Excellence
2011 GraniteRock Signature of Excellence Awards Best of Show Award
2. Master Plan for Courthouse and Administrative complex, County of Monterey Government Ctr., Salinas, 2002
Kasavan Architects was hired to create a master-plan to accommodate needs for new courts facilities and
upgrades, remodel or replacement of multiple users including the Chief Administrative Officer,
Auditor/Controller, Building and Planning, District Attorney, Public Defender, Assessor/Recorder Temporary
Holding Cells and other users housed at the government center in Salinas.
4. Solari Green Technology Building, Cabrillo College Watsonville Campus 2010, Certified LEED Platinum.
We successfully balanced the interests of multiple agencies including the City of Watsonville, the Federal EDA
and multiple (occasionally competing) stakeholders from the College. A new 14,750 ft. facility supports
workforce development curricula in energy studies, construction and related trades and skills. Its location in an
urban setting and intended for use for industrial curricula presented the challenge of integrating industrial
building type into an urban context. While in the design phase the college also made a commitment to pursue
LEED certification initially at the Gold level but ultimately directing us to strive to meet the Platinum level of
certification by the US GBC.
We quickly responded by integrating energy-saving technologies into the design including alternate energy
sources, on-site stormwater management, use of native plants not requiring irrigation, photovoltaic panels, wind
turbines, solar assist water heating, daylighting and natural ventilation, use of recycled and rapidly renewing
materials, displacement cooling, green walls, electric vehicle charging stations, and incorporating self-cleaning
nano-technology materials.
We participated in creating exhibits featuring all the sustainable technologies integrated into the design for a
grant to the EDA for additional funding. We were told by the client that these graphics were compelling and the
EDA said it was the best presentation of LEED strategies that office had ever seen.
The project was successful and secured LEED certification at the Platinum level as well as an Award of Merit and
a Citation for Sustainability by the American Institute of Architects Monterey Bay chapter.
Mo te ey Cou ty She iffs deputies had a isio fo a memorial for fallen officers and contacted Principal Peter
Kasavan, who volunteered to design the memorial on a pro bono basis. He recommended a site and created a
highly symbolic design that has proved to be very powerful and well received by the community. The memorial
consists of a curving concrete wall around a large-scale, aised deputys adge o a pedestal i the shape of the
badge. The curve of the wall is part of a large outdoor plaza that supports ceremonies for more than 100 people.
Kasavan Architects
Co u n t y o f M o n t e r e y
S h e r i f f s Co r o n e r Fa c i l i t y
Sa lin a s , Ca lif o rn ia
Ka s a v a n Arch it e ct s
Sa n t a Cru z Co u n t y Co u rt s
Wa ts o n v ille , Ca lif o rn ia
Kasavan Architects
Photos by Brett Drury Architectural Photography
Co a litio n fo r Ad e q u a te Sch o o l Ho u sin g & Am e rica n In stitu te o f Arch ite cts
2 0 1 2 Le ro y F. G re e n e De sig n Awa rd s
Aw a r d o f Ex c e l l e n c e AIA
P r o j e c t F e a t u r i n g M e d i a Ar t s a n d Br o a d b a n d C o m m u n i c a t i o n
N e w P e r f o r m i n g Ar t s Bu i l d i n g & M e d i a Ar t s C e n t e r
C a r m e l Un ifie d Sch o o l Dis tr ict
C a rm e l, C a lifo rn ia
Ka s a v a n Arch it e ct s
Photos by Brett Drury Architectural Photography
C a r e e r Te c h n i c a l E d u c a t i o n F a c i l i t y
G r e e n Te c h n o l o g y C e n t e r
Cabrillo Community College
Watsonville, California
Certified: LEED Platinum
S u s ta i n a b l e F e a t u r e s :
- Photovoltaic Panels (PV) - St o r m Wa t e r R e t e n t i o n
- W i n d Tu r b i n e s - N a n o - Te c h : s e l f c l e a n i n g c o a t i n g s
- Hydronic Heating - Rapidly Renewable & Recycled Materials
- Natural Daylighting - Irrigation Free Landscaping
- T h r o m b e Wa l l - L o w F l u s h / Wa t e r l e s s F i x t u r e s
STRUCTURAL ENGINEER
Donald C. Urfer & Associates
SELECT PROJECTS:
ADDRESS:
2715 Porter Street City of Salinas Cesar Chavez Library
Soquel, CA 95073
Monterey County Health Department,
Ph: (831) 476-3661
Fx: (831) 476-3721 Salinas Ca
LANDSCAPE ARCHITECTS
SSA Landscape Architects
ADDRESS:
303 Potrero St., Ste. 40-C
Santa Cruz, CA 95060
P: (831) 459-0455
F: (831) 459-0484
www.ssala.com