HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 11/06/2002•
East Valrey Water District
BOARD WORKSHOP MEETING
NOVEMBER 6,2002- 10:00 a.m.
EAST VALLEY WATER DISTRICT
1155 DEL ROSA AVENUE, SAN BERNARDINO, CA.
AGENDA
CALL TO ORDER
PLEDGE OF ALLEGIANCE
1. PUBLIC COMMENTS
2. OPTIONS FOR THE LOCATION OF NEW DISTRICT HEADQUARTERS
AND RELATED FACILITIES
POSTEDA1/01/02
GARY W. MILLER
ARCHITECT & ASSOCIATES, INC.
ARCHITECTURE
INTERIORS
PLANNING
September 23, 2002
Robert E. Martin
General Manager
East Valley Water District
P.O. Box 3427
San Bernardino CA 92413
Re: Proposal for New Headquarters, Highland Avenue, San Bernardino, CA
A.P. No. 286-111-08
Dear Mr. Martin:
We are pleased to submit a proposal for the above referenced project. We propose
to provide all services for the project as described in attached Exhibit A. We
propose to provide these services for the fee amounts listed in attached Exhibit B.
We propose to perform these services in accordance with the activity schedule in
attached Exhibit C.
We also include the services of the consultants named our response to the RFP.
Those fees are as follows:
Civil Engineering - ..... . ......... . ........................ $6,200.00
Structural Engineering ........... . ......... . ............... 5,000.00
Mechanical Engineering ..... . .............. . ............... 8,900.00
Electrical Engineering ............ . ......................... 5,800.00
If this proposal is acceptable we will sign a EVWD contract prepared by your staff.
Thank you for this opportunity to be of service.
GWM:ph
CALIFORNIA
350 West Fifth Street, Suite 201
San Bernardino, CA 92401
Phone: 9091889.4480
Fax: 9OM84-9034
genmail@gwmarchitecture.com
UTAH
103 East Social Hall Avenue
Set Lake City, UT 84111
Phone: 8011366-9800
Fax: 8011366-9801
gwmaia@earthlink.nel
NEVADA
2625 Greenvalley Parkway, Suite 225
Henderson, NV 89014
Phone: 7021434.9695
Fax: 7021434-9615
gwmarchitecture@aol.com
ARIZONA
3469 North Christine Ddv
PresoWVatiey,AZ 8631
Phone: 8001622-9025
Fax: 6021172.9402
genmal@gwmarchiteciu
EAST VALLEY WATER DISTRICT
HEADQUARTERS FACILITY
PAYMENT SCHEDULE
EXHIBIT B
Fees based on phases of work:
Project information phase:
Boundary & Topographic Survey
Conceptual Design and Conceptual Design Report
Value Engineering (Service available at the option of the Owner)
Consultant Services (Available at the option of the Owner)
Land:Use Entitlement Processing
TOTAL FEE (including optional services)
$3,800.00
6,500.00
22,000.00
16,100.00
25,900.00
15,200.00
$89,500.00
PayCnents for Basic services shall be made monthly and shall be in proportion to
services performed within each phase of service as describe under scope of
seryces (exhibit A),
Reimbursable expenses — All local (within a 60 mile radius) mileage and all
phony calls are included in the cost of basic services. Consultant's expenses for
document reproduction, photographs, and similar expenses shall be reimbursed
in accordance with the fee schedule listed below.
Compensation for additional services, if requested, may compensated on an
hourly basis in accordance with the fee schedule listed below or a fixed fee may
be negotiated at the time of the request.
PROFESSIONAL AND TECHNICAL STAFF:
Senior Principal
$125.001hour
Court/Arbitration Appearance
$120,00/hour
Deposition
$180/hour
Principal
$100.00
Associate
$85.00/hour
Senior Project Manager
$70.00/hour
Project Manager
$65,001hour
Staff Architect
$60.00/hour
Contract Administrator
$54.00/hour
Senior.Technician
$55.00/hour
Intermediate Technician
$45.00
Junior Technician
$35.001hour
Administrative Assistant
$45.00/hour
Secretarial/Clerical/Intern
$25.00/hour
Archive_Retrieval Fee
$40.00
Overtime for hourly personnel will be charge at the base rate of 1.5 per hour for time in
excess of 8 hours per weekday or for work on Saturdays, Sundays and holidays.
EXPENSES::;
1. Out of-, pocket expenses, (i.e.
blueprints): cost plus 15%.
2. Reproduction done In-house:
Blueprints:
Sepias:
Mylars:
photo copies, film development, shipping,
$.17 per square foot
$.50 per square foot
$.84 per square print
Plotter Costs: 24 x 36 $39.00 each
30 x 42 $47.00 each
Photo Copies: $.15 for 8-1/2"x11" or 8-1/2"x14" page
3, Mileage: $.40 per mile.
4. For work which requires overnight lodging, a per diem charge will be made
appropriate to the area, based on actual costs.
INVOICING
Invoices will be issued monthly and are payable within 30 days, unless otherwise
agreed. Interest of 1-112% per month, but not exceeding the maximum rate allowed by
law, will be payable on any amounts not paid within 30 days. Payment thereafter to be
applied first to accrued interest and then to the principal unpaid amount. Attorney's fees
or other costs incurred in collecting any delinquent amount shall be paid by the
prevailing party.
EAST VALLEY WATER DISTRICT
HEADQUARTERS FACILITY
ACTIVITY SCHEDULE
EXHIBIT C
Notice to Proceed October 7, 2002
Project Information Phase—
Complete Boundary & Topographic Survey October 28
Complete Agency and Utility research October 21
District Feedback November 4
Refine findings & make final report November 11
Conceptual Design Phase —
Conceptual Site and Floor Plans options submitted to District October 28
District Feedback November 4
Refined site and floor plan concepts submitted to District
District Feedback
Exterior elevation concepts
District Feedback
Revised elevation concepts
Final Design & Estimate
Board approval of plans, elevations & costs
Land Use Entitlement Phase —
Submit applications and required drawings
Complete Planning Process
November 18
November 25
December 9
December 16
January 6, 2003
January 20
February 10
February 24
May 19
EAST VALLEY WATER DISTRICT
HEADQUARTERS FACILITY
SCOPE OF WORK
Exhibit A
Project Description:
General —
The purpose of the project is to meet the near term and plan for the long term
physical facility needs of the District. It is estimated that the department will grow
an additional 30 to 40% of its present staffing level. The facility will include a
headquarters building to house office and public functions such as
administration, management, public board meetings, customer service, finance,
building, engineering services and systems planning. Operations and
maintenance facilities expected to accommodate field personnel, parts and
equipment storage, parts, repair and maintenance equipment.
The consultant shall also consider means to provide natural light to the interior
offices, ways to maximize energy efficiency, safety, public relation opportunities,
screening equipment yard and the need to gain public support for this project at
this location.
Headquarters Building —
The headquarters building must include space for the following departments and
rooms: Customer Service and Finance, Engineering Services, Production
Department, Administration, Field Services, Computer/Data Processing, Library
Archiving, Document Processing/Duplicating, file storage, conference rooms,
lunch rooms and a Public Areas.
Customer Service and Finance shall include space for a receptionist, customer
waiting, a customer service counter with appropriate security provisions, mail
processing area with sufficient data and power to accommodate equipment,
secure vault and /or safe for cash handling and storage, offices and workstations
as will be identified during the project information phase of the work.
Engineering Services shall include a reception area with space for a receptionist
and customer waiting, a customer service counter with sufficient counter space
for laying out plans, offices and work stations as required, services for future
GIS/CAD work station, fire -safe storage area for drawing archives, facilities for
design and drafting.
The Production Department shall include a Lab Facility for testing water quality, a
SCADA system room, also offices and workstations as required.
1
Administration shall include reception and waiting areas offices and workstations
as required. For administrative staff, human resources personal and public
relations staff.
Field Services shall include offices and workstations as determined by the
information gathered during the Project Information Phase of the work.
Computer/Data Processing shall include space for server, appropriate services
and environment for equipment, data processing room, test bench/work area,
equipment storage and workstations as required.
Library/Archiving shall include adequate space and storage systems to store and
access District records.
Document Processing/Duplicating shall include space to accommodate existing
and anticipated equipment, counters, storage as necessary and sufficient power
and data for the identified need.
File storage shall accommodate District files in an organized and accessible
manner.
Conference Rooms shall accommodate the number of people identified during
the project information phase and provide the communication technology
necessary for the room to function in the manner identified by the District.
The Public Area shall include a Board Room with seating for fifty people and
provisions for built-in multi -media equipment, Closed Session
Chambers/Conference room adjacent to the Board Room with seating for fifteen
people and communication equipment as needed, public restrooms sufficient to
meet the needs of the public area, an entrance and reception area clearly
identified as the building entrance. This reception area shall have controlled
access to other parts of the building. Courtyards and/or atriums shall be
considered and included where appropriate.
2
ShoplYard Facilities
The Shop/Yard Facilities shall accommodate yard activities and space
requirements that include but are not limited to the following:
Vehicle and Equipment area shall include covered storage and parking,
maintenance and repair garage, remote area fueling, and parts storage. The
parts storage area shall include secured storage areas.
Water Meter Shop shall include workstations as required, maintenance and
repair area with appropriate benches, storage, power and meter -testing area.
Pipeline and Appurtenances area shall include construction staging and build-up
area, and a Welding shop.
The Warehouse shall include workstations as required, interior storage, exterior
storage and loading dock.
Additional space and area needs include interior meeting and training facility,
showers and lockers, and secure employee parking.
3
Description of Services:
Project Management — Consultant will provide overall project management for
the District including but not limited to: Preparation of overall project schedule,
design process coordination and quality control, meeting scheduling, preparation
of agendas for design team meetings, maintenance and distribution of
communications to team members, assembling and organizing the product from
the various team members, maintaining the project schedule.
Project Information — Employ the design program developed in an earlier phase
of the work as the basis for building design. Coordinate site research including
but not limited to: Preliminary Soil Investigation, Topographic, utility and
Boundary Surveys. Obtain City of San Bernardino information necessary to
process all land use approvals.
Conceptual Design Using the information developed in the Project Information
Phase develop conceptual site and floor plans. Upon approval of conceptual site
and floor plans develop exterior elevation options and submit.to District for
consideration. Using the information provided by the Board refine the exterior
elevations and produce a final exterior view of all sides of all buildings.
Conceptual Design Report - Summarize the design team's findings in a report.
Report shall include a summary of primary design criteria, Design criteria shall
cover each design discipline and include a preliminary cost estimate
Meetings - Organize and attend with appropriate staff all meetings necessary to
process the work. In addition to staff level meetings include at least 4 meetings
with the Board of Directors or a Committee of the Board.
Reimbursable expenses - Except for mileage, consultant's expenses for
document reproduction, photographs, and similar expenses shall be reimbursed
in accordance with the attached schedule.
Compensation for additional services, if requested, will be negotiated at the time
of the request.
2
U
=
N
00
O
CO
C
0 i
C t
O
W
w
c
U
W G
E
d
m 0
7 a
— O
n U
N
CD
m
W
U
O
c m
mg
Q
E
W
d
❑
t
U
N
Z
N C!7
U
N
L
L L
.yC
CO
W N
C
O O
O
E
O
E
Z
E
E
CD
F— p
N
N
vco
cb v
L
ME
c°
O
a
U o
c+i
ER
r
o m
C 0
V9
N
>
D
N
C
W
tfT
O �
'
0
E
—
O
0
0CD
OCD
.2
C7
C7
Q U
>
(p y
N
W
N
W
N
N
N
Q1
fn N
N W
E
E
E
E
E E
W
m
¢
ca
. n
M
r
co co
W
co
0
co
o
p
o
0 0
N
ca
O
N
Q1
O >
C
O
S Q
a
a
="
o a
Q
mE
teCL
W
r
:3U
o ani
I
c
Sm
>
N
"_
.O 0 C
m a
c
W
o.
W
o a
L C
L .O E
>, O
N
[0 = CO y0
C
S
O
co CL m V ..W.,
m
S>
Q U
.W.
3 'S v
c �tS
g«
o CL
wz
o
5
W
d
CO
1 W,
da
n
.fid
U mU
0
W
o. N
W O
m¢
G
d o 0>
y
N O
:E
CL
N d
co
N> W L
W
7
0
0
7
co
O N
0
N
O
P
N
I
Uo
r
c
W{
CU
CO 0
'WO
CL .p
y>
O 0C
0
O y 0 U
07
r -O
y
Q
N
N v O.
co
o s
W
L
CD
CD 0 W
e
Co
E
m m
N Cl) o Y
o '7
N c
CU
M
LO
O
Q
z m
co W
m r
U
r
>
Q U
0=
0
C
C
O
O
CL
0
CL
0
Q.
a
0
0
F`
L1.
_ cn
d
O >
N
L
t_
�p
C
O
E
C O
O
U—
E
Z
in
co
I?
4
V
crn
m
C
N
C U
L
p
O
c
N
C
C
v
E
E
E
N
N
m E
m
c6
m
O
a
Nx
¢
U
m
C1
N
t
U
m
W
CO
U
W
N
F`
L1.
_ cn
d
O >
N
L
>_
�p
C
O
E
C O
O
O E
E
Z
in
co
I?
4
V
o
>_
�p
C
O
E
CO
O
O
p
in
-
n
O
O
crn
m
m
N
`m
Z
�
69,°.
N
C
N
N
C
C
G
E
E
E
N
N
c6
c
O
N
a
Cl)r
`m
Oil
�
69,°.
C=;
>
Nx
O
O
C1
N
O
W
W
W
N
N
N
N
N
N
E
E
E
E
E
E
fLO
0
O7
OR
�
fn"J
co
O
O
O
O
O
O
N
N •O
O N
N
N
L
On C
T
N
N
0>
G7
E
C
t
p
L
Z U
r
C N
o m
v 0
C
m
>
-0 c
p
C
w
n
m C
c
E
0_
o
�
L
r c
Co
CO .°
o
Ch r °'
•p
g' o
z
n o N
>
•
o.
o
w
o• m
p a;
a
�tf
? m
CL
= 2,
U
o
rn
m
3 m
�L..
o
�'
.�-
O •� m
�- '�N
Z
N
m
LO
U N
CL
rn a
C. C
C
o o
U O. N
L o ma
N O
O
� U
d�
u>
[0.7 >
N `
CL j
U7
i6 =
f0 C
axi
L
E
p
3 c
m
cozo•`a
E
N O
o
co
"vi C
r.. U
o
�- O
oCo+
UYNCN
mCQ
co
a
>oco
o
°c
r•p
En
(n
C
LNci
0
-p
�
W
N
'o
Yp
m
o
cca
p
o :3
m e
co
F
o
O
Q
z
in m
�m r
U
r
r
f0
.O
U
O
O
O
CL
OO
O
CL
O