07-0717_ARCHITECTURAL RESOURCES GROUP_D15_Agenda Report•
AGENDA REPORT
TO: Dave Adams, City Manager G4\
FROM: Steven Apple, AICP, Planning Director
• 07117/2007
D15
SUBJECT: Consideration of Personal Services Agreement for Historic Structure
Report and Rehabilitation Plans, Parra Adobe Structural Stabilization
(Architectural Resources Group) (CIP No. 453).
RECOMMENDATION:
By motion, approve a Personal Services Agreement in an amount not to exceed
$84,645 with Architectural Resources Group for the preparation of a Historic Structure
Report and rehabilitation plans for the Parra Adobe Structural Stabilization project, and
authorize the Mayor to execute the agreement.
SITUATION:
Summary and Recommendation:
In March 2007 staff solicited proposals from six firms for the preparation of a Historic
Structure Report (HSR) to be followed by rehabilitation plans, specifications, cost
estimates and optional construction observation services for the Parra Adobe located at
27762 Ortega Highway. The FY 2006-2007 budget included $110,000 for the pre-
design/study, environmental and design tasks of the project. Staff received proposals
from three of the solicited firms. After reviewing the proposals and interviewing all three
firms, staff is recommending approval of a Personal Services Agreement with
Architectural Resources Group (ARG) for this work in the amount of $84,645.
Background:
Funding for the stabilization of the Parra Adobe was budgeted in FY 2004-2005.
Rehabilitation plans had been prepared in 1998 for a prior CIP project to repair the
adobe. That project ultimately was not fully funded and the prior CIP was rescinded.
When the current CIP project was approved in 2004, the scope included a peer review
of the 1998 rehabilitation plans. This step was necessary because significant study and
testing of adobe buildings, conducted primarily by the Getty Conservation Institute just
prior to and following the Northridge Earthquake, has resulted in new approaches and
methodologies being applied to adobe building stabilization.
The peer review was conducted in 2006 by a structural engineer who specializes in
adobe buildings. The review identified that a critical component, the HSR, had not been
Agenda Report • •
Page 2 July 17, 2007
prepared for the building. HSRs are critical to understanding the history, conditions and
materials of historic buildings and providing recommendations for their treatment and
repair. The adobe's current roof was changed prior to 1951, and none of the previous
condition assessments on the adobe addressed the roof's restoration but instead
suggested further study and an HSR to make recommendations. In addition, the review
did not support the methodology in the 1998 plans for the repair of the adobe's out -of -
plumb wall.
Based on the recommendations of the peer review report, staff prepared a Request for
Proposals for the preparation of a HSR and plans for the repair of the adobe. The plans
would be prepared based on the HSR recommendations for the appropriate repair
method and whether or not to restore the roof to a more historically accurate form. In
addition to the $110,000 previously budgeted for this phase of the project, the City
Council recently appropriated an additional $155,000 in the FY 2007-2008 CIP budget
for construction of the project.
On April 2, 2007, the City received three qualified proposals for the preparation of the
HSR, rehabilitation construction drawings, specifications, cost estimates and
construction observation from architectural firms, as listed below:
Thirtieth Street Architects (with Fred Webster Associates for structural engineering)
for a fee of $62,200.
Architectural Resources Group (ARG) (with ELT Engineers for structural
engineering, Pacifica Engineers for electrical engineering, and Karen Jensen for cost
estimating) for an initially proposed fee of $90,133.
IS Architecture (with Melvyn Green and Associates for structural engineering, Susan
Buck for historic paint analysis, Ed Gohlich Photography for HABS photography and
CAI Construction Analysts for cost estimating) for a fee of $95,094.
The City conducted interviews with the three firms in May. A panel of staff from the
Planning, Engineering & Building Departments rated the applicants on the criteria
contained in City Council Policy No. 112, emphasizing the following:
Understanding of project scope;
Project approach and detail of tasks within overall scope;
Team assemblage and specification of individuals with direct charge of work
Expertise in adobe stabilization methods;
Demonstrated record of success on similar projects;
Reasonableness of fee
All three firms are extremely well qualified, and team members of each firm have had
prior experience working in San Juan Capistrano. Each firm's interview demonstrated
experience in historic preservation and adobe stabilization. However, staff rated ARG
higher than other qualified firms based on their understanding of and approach to the
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July 17, 2007
project; the assemblage of skills and experience represented on their team, and detail
of tasks within the overall scope.
During negotiation of the agreement, ARG stated they are currently working on another
project in San Juan Capistrano at the Mission. They suggested modifications to the fee
schedule through coordinated staffing between the two projects to further reduce costs.
These adjustments resulted in a cost reduction of about $6,000 compared to ARG's
original proposal. Staff reviewed the proposed adjustments to the scope and costs, and
is satisfied with the scope and that no substantive delays in completion of the project
would occur. Therefore, staff accepted and incorporated the revised fee schedule and
total cost proposal into the agreement.
FINANCIAL CONSIDERATIONS:
Funding of $110,000 was approved in FY 2006-2007 for this phase of the project with
an additional amount of $155,000 in the FY 2007-2008 Capital Improvement Program
(CIP 453). Overall project funding of $265,000 is in Account No.12-61111-4704-453-
000. Staff expects that this task will be completed within the allocated budget; therefore,
there is no negative fiscal impact to the City's budget from approval of this agreement.
NOTIFICATION:
The following parties received notification of this agenda item:
Architectural Resources Group (ARG)*
Thirtieth Street Architects*
IS Architecture*
* Agenda Report included
RECOMMENDATION:
By motion, approve a Personal Services Agreement in an amount not to exceed
$84,645 with Architectural Resources Group for the preparation of a Historic Structure
Report and rehabilitation plans for the Parra Adobe Structural Stabilization project, and
authorize the Mayor to execute the agreement.
Respectfully submitted,
Steven Apple, P
Planning Director
Attachment: 1. Personal Services Agreement
Prepared by:
Teri Delcamp
Historic Preservation Manager
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PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this day of July, 2007, by and
between the City of San Juan Capistrano (hereinafter referred to as the "City") and
Architectural Resources Group (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant to provide historic
preservation and architectural consulting services for the Parra Adobe Historic Structure
Report and Rehabilitation Plans project (CIP No.453); and
WHEREAS, Consultant is qualified by virtue of experience, training, education and
expertise to accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1. Scope of Work.
The scope of work to be performed by Consultant shall consist of those tasks as set
forth in Exhibit'A," attached and incorporated herein by reference.
Consultant warrants that all of its services shall be performed in a competent,
professional and satisfactory manner and in accordance with the prevalent standards of its
profession.
Section 2. Term.
This Agreement shall commence on the effective date of this Agreement and
services required hereunder shall be completed by no later than June 30, 2008.
Section 3. Compensation.
3.1 Amount.
Total compensation for the scope of services for this Project shall not exceed
Eighty-four thousand six hundred and forty five dollars ($84,645.00) as set forth in Exhibit
"B," attached and incorporated herein by reference.
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3.2 Rate Schedule.
The services shall be billed to the City at the hourly rate set forth in Exhibit
"C," attached and incorporated herein by reference. Included within the compensation are
all the Consultant's ordinary office and overhead expenses incurred by it, its agents and
employees, including meetings with the City representatives and incidental costs to
perform the stipulated services. Submittals shall be in accordance with Consultant's
proposal.
3.3 Method of Payment.
Consultant shall submit monthly invoices based on total services which have
been satisfactorily completed and specifying a percentage of projected completion for
approval by the City. The City will pay monthly progress payments based on approved
invoices in accordance with this Section.
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra work.
3.4 Records of Expenses.
Consultant shall keep complete and accurate records of all costs and
expenses incidental to services covered by this Agreement. These records will be made
available at reasonable times to City.
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of City, and shall obtain no rights to any benefits which accrue to City's
employees.
Section 5. Limitations Upon Subcontracting and Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals
and employees were a substantial inducement for City to enter into this Agreement.
Consultant shall not contract with any other entity to perform the services required without
written approval of the City. This Agreement may not be assigned, voluntarily or by
operation of law, without the prior written approval of the City. If Consultant is permitted to
subcontract any part of this Agreement by City, Consultant shall be responsible to City for
the acts and omissions of its subcontractor as it is for persons directly employed. Nothing
contained in this Agreement shall create any contractual relationships between any
subcontractor and City. All persons engaged in the work will be considered employees of
Consultant. City will deal directly with and will make all payments to Consultant.
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Section 6. Changes to Scope of Work.
In the event of a change in the Scope of Work provided for in the contract
documents as requested by the City, the Parties hereto shall execute an addendum to this
Agreement setting forth with particularity all terms of the new agreement, including but not
limited to any additional Consultant's fees.
Section 7. Familiarity with Work and Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; (2) it has investigated the proposed construction site, including the
location of all utilities, and is aware of all conditions there; and (3) it understands the
facilities, difficulties and restrictions of the work under this Agreement. Should Consultant
discover any latent or unknown conditions materially differing from those inherent in the
work or as represented by City, it shall immediately inform City of this and shall not
proceed with further work under this Agreement until written instructions are received from
the City.
Section 8. Time of Essence.
Time is of the essence in the performance of this Agreement.
Section 9. Compliance with Law.
Consultant shall comply with all applicable laws, ordinances, codes and regulations
of federal, state and local government.
Section 10. Conflicts of Interest.
Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of the services contemplated by this Agreement. No person having such
interest shall be employed by or associated with Consultant.
Section 11. Copies of Work Product.
At the completion of the contract period, Consultant shall have delivered to City at
least one (1) copy of any final reports and architectural drawings containing Consultant's
findings, conclusions, and recommendations with any support documentation. All reports
submitted to the City shall be in reproducible format.
All services to be rendered hereunder shall be subject to the direction and approval
of the City.
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Section 12. Ownership of Documents.
All reports, information, data and exhibits prepared or assembled by Consultant in
connection with the performance of its services pursuant to this Agreement are confidential
to the extent permitted by law, and Consultant agrees that they shall not be made available
to any individual or organization without prior written consent of the City. All such reports,
information, data, and exhibits shall be the property of the City and shall be delivered to the
City upon demand without additional costs or expense to the City. The City acknowledges
such documents are instruments of Consultant's professional services.
Section 13. Indemnity.
Consultant agrees to protect, defend and hold harmless City, its elected and
appointed officials and employees from any and all claims, liabilities, expenses or damages
of any nature, including attorneys' fees, for injury or death of any person or damage to
property or interference with use of property and for errors and omissions committed by
Consultant arising out of or in connection with the work, operation or activities of
Consultant, its agents, employees and subcontractors in carrying out its obligations under
this Agreement.
Section 14. Insurance.
Insurance required herein shall be provided by Admitted Insurers in good standing
with the State of California and having a minimum Best's Guide Rating of A- Class VII or
better.
14.1 Comprehensive General Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive General Liability coverage in the following minimum amounts:
$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual
period;
$1,000,000 injury to more than one person/any one occurrence/not limited to
contractual period.
14.2 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive Automobile Liability coverage, including owned, hired and non -
owned vehicles in the following minimum amounts:
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$500,000 property damage;
$500,000 injury to one person/any one occurrence/not limited to contractual
period;
$1,000,000 injury to more than one person/any one occurrence/not limited to
contractual period
14.3 Worker's Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Worker's Compensation Employer's Liability Insurance in the statutory amount as required
by state law.
14.4 Proof of Insurance Requirements/Endorsement.
Prior to beginning any work under this Agreement, Consultant shall submit
the insurance certificates, including the deductible or self -retention amount, and an
additional insured endorsement to the Consultant's general liability and umbrella liability
policies using ISO form CG 20 10 11 85 (in no event with an edition date later than 1990)
to the City's General Counsel for certification that the insurance requirements of this
Agreement have been satisfied.
14.5 Errors and Omissions Coverage
Throughout the term of this Agreement, Consultant shall maintain Errors and
Omissions Coverage (professional liability coverage) in an amount of not less than One
Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant
shall submit an insurance certificate to the City's General Counsel for certification that the
insurance requirements of this Agreement have been satisfied.
14.6 Notice of Cancellation/Termination of Insurance.
The above policy/policies shall not terminate, nor shall they be cancelled, nor
the coverages reduced, until after thirty (30) days' written notice is given to City, except that
ten (10) days' notice shall be given if there is a cancellation due to failure to pay a
premium.
14.7 Terms of Compensation.
Consultant shall not receive any compensation until all insurance provisions
have been satisfied.
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14.8 Notice to Proceed.
Consultant shall not proceed with any work under this Agreement until the
City has issued a written "Notice to Proceed" verifying that Consultant has complied with all
insurance requirements of this Agreement.
Section 15. Termination.
City and Consultant shall have the right to terminate this Agreement without cause
by giving thirty (30) days' advance written notice of termination to the other party
In addition, this Agreement may be terminated for cause by providing ten (10) days'
notice to the other party of a material breach of contract. If the other party does not cure
the breach of contract, then the agreement may be terminated subsequent to the ten (10)
day cure period.
Section 16. Notice.
All notices shall be personally delivered or mailed to the below listed addresses, or
to such other addresses as may be designated by written notice. These addresses shall
be used for delivery of service of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: Director of Administrative Services
To Consultant: Architectural Resources Group
David Wessel, AIC, FAPT
Pier 9, The Embarcadero
San Francisco. CA 94111
Section 17. Attorneys' Fees.
If any action at law or in equity is necessary to enforce or interpret the terms of this
Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and
necessary disbursements in addition to any other relief to which he may be entitled.
Section 18. Dispute Resolution.
In the event of a dispute arising between the parties regarding performance or
interpretation of this Agreement, the dispute shall be resolved by binding arbitration under
the auspices of the Judicial Arbitration and Mediation Service ("JAMS").
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Section 19. Entire Agreement.
This Agreement constitutes the entire understanding and agreement between the
parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
ATTEST:
Margaret R. Monahan, City Clerk
APPROVED AS TO FORM:
John R. Shaw, City Attorney
CITY OF SAN JUAN CAPISTRANO
CONSULTANT
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• EXHIBIT A •
PARRA ADOBE, CITY OF SAN JUAN CAPISTRANO, SCOPE OF WORK
Phase 1 Historic Structure Report
Overview
The following tasks are described in the rough order in which they would be accomplished. However,
during the project, some tasks may overlap or be done concurrently.
Documentation
Generally accepted conservation methodology begins with documentation, whether the focus of the work is
a museum, object, or a building. Documentation involves the identification of materials and the recording of
their conditions in a format appropriate for the resource. In the case of buildings, the project typically
begins with preparation of drawings of the structure: plans, elevations, sections, and details. Some of this
work has already been accomplished for the Parra Adobe: our work will be to augment this existing
information.
Once base drawings are completed, information regarding materials and conditions is recorded on the
drawings. This approach allows us to study and evaluate the condition of the structure and lay the
foundation for developing conservation and stabilization treatments. It also provides important information
for those in the future under whose care the resource will be entrusted. These documents, known as
existing conditions drawings, will be used throughout the project in each of the phases described below.
Historic Research
Historic research is an important component of conservation planning and is typically done concurrently
with documentation. This will include a review of the historic material held by the local historical society,
Orange County Archive and Assessor's office, Santa Ana Public Library, and other repositories. This step
is an opportunity to gather all of the historic information currently available on the Parra Adobe into one
document.
Building Chronology
Once the existing conditions drawings and historic research have been completed, we will develop a
building chronology. The building chronology is a written account or graphic representation of the changes
the building has undergone since construction. The building chronology is an integral part of the
preservation of historic buildings. With the conditions assessment, the chronology assists in identifying
original or historically significant features and materials. An understanding of the changes the structure has
undergone is also important when decisions are made regarding architectural conservation treatments or
stabilization interventions. This is because it is critical to minimize the impact of any intervention upon
historically significant building features and fabric.
ARCHITECTURAL RESOURCES GROUP
Architects, Planners & Conservators, Inc.
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PARRA ADOBE, CITY OF SAN JUAN CAPISTRANO, SCOPE OF WORK
Conditions Assessment
With the documentation and building chronology complete, the project moves to the next phase: conditions
assessment. Information gathered in the conditions assessment phase confirms and augments the building
chronology. The project team will work closely to gain an understanding of the existing conditions and the
causes of deterioration. Samples of building fabric will be taken for laboratory testing, and the effect of the
landscape on the Parra Adobe will be evaluated. Our team for this project will include architectural
conservators, historical architects, a structural engineer, as well as a mechanical engineer and an electrical
engineer.
The condition of the walls, roof, and other elements will be recorded on drawings of the Parra Adobe and be
provided to the structural engineer. The structural engineer will review the existing seismic schemes and
peer reviews along with the information gained from the conditions survey. The structural engineer will also
review the previously prepared structural report(s) on the Parra Adobe. The mechanical and electrical
engineers will visit the site to examine the Parra Adobe and to identify upgrade needs of these systems.
This may include, but is not limited to, fire suppression, electrical upgrades, etc.
In conjunction with the conditions assessment, we will conduct an Access Compliance Survey and a
Building Code Survey to identify deficiencies in these areas. Using the State Historical Building Cade, we
will develop possible solutions for access and building code deficiencies for incorporation into the report.
Conditions Assessment and Materials Testing
With the documentation, research, and site work complete the team members will make their assessments
and develop preliminary conservation treatment recommendations. Laboratory work to identify
mechanisms of deterioration and condition of existing materials will also be done at this time.
Cost Estimates and Report Preparation
After a meeting of the project team and the client to discuss the findings of the site work, we will begin the
preparation of the report. The report will include photos and drawings to illustrate the various points
addressed and will cover the following topics:
• Evolution or chronology of the structure
• Existing conditions evaluation and assessment of deterioration mechanism for adobe, wood, and
other building materials
• Existing conditions evaluation and assessment of the Parra Adobe from a structural perspective
• Building Code and Disabled Access evaluation and assessment
• Advisability of bringing the south wall to plumb condition
• Prioritized recommendation for.
• Overall conservation of the structure, including materials conservation treatments, landscape,
and waterproofing
Structural treatments
ARCHITECTURAL RESOURCES GROUP
Architects, Planners & Conservators. Inc.
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PARRA ADOBE, CITY OF SAN JUAN CAPISTRANO, SCOPE OF WORK
..._.... .................. ................ _ _.... ........__... ...._........ .___.. _.... __..
Accessibility upgrades
Mechanical, Electrical, Fire Suppression, and Security upgrades
Cost estimate for all recommendations in the above categories
The report will be assembled and submitted for review by the client. The report will be updated based upon
the client's comments and then completed.
The following outline details the specific tasks to be completed in each phase of the project.
Detailed Description of Project Phases
Phase 1: Project Initiation
A. Meet with representatives of City of San Juan Capistrano who will be involved in the project on a
regular basis.
1. Review the final scope of project, the proposed project schedule, and logistical arrangements
2. Obtain drawings, records, documents, and earlier reports that describe the Parra Adobe.
3. Walk through the Parra Adobe and site with the entire consultant team to develop a group
understanding of the resource and the special requirements of the project.
Phase 2: Historical Research
A. Review available documentation and begin research.
B. Identify and visit local research facilities likely to have information on the Parra Adobe.
C. Contact organizations likely to have historic documentation on the structure, such as the local historical
society.
D. Obtain information critical to understanding the building chronology, such as copies of historic photos
and drawings of the building.
Phase 3: Documentation
A. Prepare drawings of the Parra Adobe as it currently exists.
ARCHITECTURAL RESOURCES GROUP
Architects, Planners & Conservators, Inc.
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PARRA ADOBE, CITY OF SAN JUAN CAPISTRANO, SCOPE OF WORK
1. Review published drawings of the Parra Adobe.
2. Using existing drawings of the Parra Adobe (HABS), prepare electronic versions of plan,
sections, details, and elevations.
3. Visit the Parra Adobe to confirm measurements and add additional information to drawings.
4. Prepare final electronic base drawings, plans, sections, and elevations as necessary for
documentation and illustration in the report.
B. Photographic Documentation
Conduct a photographic survey of the structure using professional lighting and flash
equipment, perspective correcting lenses, wide angle lenses, and macro lenses as necessary,
for complete documentation of the building. ARG possesses the ability to produce large
format photographs in-house should the City desire. If deemed appropriate we would be
pleased to provide a separate proposal for this work.
C. Develop Building Chronology
1. Utilizing the historic research and the base drawings prepared under documentation, prepare
a preliminary building chronology.
Phase 4: On -Site Investigations
A. Augment Building Chronology with On -Site Investigation
1. Conduct architectural investigation to examine physical evidence of building alterations using
investigative tools and techniques.
B. Architectural Conservation Investigation
Conduct selective sampling of building materials such as roofing, plaster, and adobe for
laboratory examination and analysis. Patch all sampled areas to prevent water intrusion.
2. Investigate the building's potential moisture problems. This will involve taking moisture
content readings of adobe and other building materials and mapping the conditions on the
drawings. This will also involve the removal of small samples of plaster or adobe in
inconspicuous areas of the building. The affected areas will be patched and painted as
ARCHITECTURAL RESOURCES GROUP
Architects, Planners & Conservators. Inc.
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PARRA ADOBE, CITY OF SAN JUAN CAPISTRANO, SCOPE OF WORK
required after the inspection. Test pits will be dug (maximum of 4) to determine the existinc
condition of the foundations. The services of an archeologist may be necessary. We have
not provided for this in our fee proposal.
3. Investigate damage to structural, architectural, and decorative wood elements. Determine
moisture content, presence and activity of wood -destroying insects, and presence of
biodeterioration.
C. Structural, Mechanical, and Electrical Assessment
1. The structural engineer will inspect the existing conditions of the structure and review the
existing structural report(s), drawings, and results of the conditions survey.
2. Mechanical and electrical engineers will assess the conditions of these systems and note
ventilation issues, deficiencies or absence of electrical systems, fire suppression, and security
systems.
Phase 5: Analysis
The results of the on-site inspections and conditions surveys will form the basis for analysis in each of the
disciplines represented above. ARG will gather, coordinate, and disseminate relevant information to each
consultant.
A. Historic Analysis
1. Prepare a history of the building, including a statement of historical significance.
2. Based upon the historical research and physical evidence, develop a narrative that chronicles
the evolution of the building (i.e., the building chronology).
3. Document the physical evolution of the building and site graphically and with a narrative.
B. Architectural and Materials Conservation
1. Compile and assess the results of the architectural condition survey. Conduct necessary
research for stabilization/conservation treatment recommendations for historic fabric.
3. Conduct laboratory analysis for samples gathered during the survey of significant materials.
ARCHITECTURAL RESOURCES GROUP
Architects, Planners & Conservators, Inc.
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PARRA ADOBE, CITY OF SAN JUAN CAPISTRANO, SCOPE OF WORK
4. The project team's conservators will assess the results of the on-site survey. Treatment
recommendations will include recommendations for conservation of adobe and the interior
environment of the building.
C. Structural Stabilization
1. The structural engineer will develop recommendations to address overall stabilization of the
structure as well as seismic upgrading.
D. Mechanical/Electrical/Fire/Security
1. The mechanical and electrical assessment will address these systems and make
recommendations for upgrades or installation.
E. Building Code, Life Safety, ADA Compliance
1. The project architect will develop a code analysis that addresses life safety and other code
related issues.
2. Conduct research regarding ADA compliance. Produce schematic drawings that explore
various compliance options.
Phase 6: Outline Draft Report
A. Write an outline draft report that lists the topics and issues to be covered in the report for review by
City of San Juan Capistrano Capistrano.
Phase 7: Draft Report
A. Assemble and integrate the work of each consultant into one clearly organized and coherent
document.
B. Prepare cost estimates for the work defined by the project team.
C. The report will prioritize the conservation, structural, mechanical, electrical, and code work that has
been defined, and clearly explain these corrective measures. Cost estimates for the work will be
included.
ARCHITECTURAL RESOURCES GROUP
Architects, Planners & Conservators. Inc.
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PARRA ADOBE, CITY OF SAN JUAN CAPISTRANO, SCOPE OF WORK
D. Submit the draft report for review and comment.
Phase 8: Final Report
A. Based upon review and comment, edit the report and complete.
Meetings
ARG will be available to develop recommended treatment objectives and reach consensus with local history
groups as well as Capistrano Indian Council members. We will also be pleased to present the findings of
the HSR to the Cultural Heritage Commission as well as to the Planning Commission and City Council.
Phase 2 Construction Documents
Based upon the City's acceptance of the set of recommendations set forth in the HSR, ARG will prepare
construction documents for conservation, stabilization, and seismic upgrade of the Parra Adobe. This work
will include cost estimates. Documents will be consistent with local, state, and federal standards.
Optional services will include assisting the City in obtaining environmental, site plan review, building, or
other permits as required. Other optional services include assisting the City during the bidding phase and
construction administration services.
ARCHITECTURAL RESOURCES GROUP
Architects. Planners & Conservators, Inc.
• EXHIBIT B
Paull Adnne nlardi ,t. ^olty
Proposed Seope of"dark
Overall MEP scope to be developed after Predeslgn and Programming Phase
Assumptions and Additional All
1 Fees provided here are estimate, and may be reduced by fewer meetings and other factors we have assumed that no mechanical or electrical upgrades will be undertake
2. Civil engineering drawings required for any grading at the buildingsto locate exiatlng utilities and show, any underground Wif ies required for concert lighting and the naw storage building are not mcludod
If desired, a C,r Engineering consultant may be added
3 Geotechnical Report to be provided by the City if required
4 Any hazardous materials present on the site are the responsibility of the City.
Professional Services $70000
15% Administrative Mark-Up on Consultant Fees $2,340
Lump Sum Fee 72,340
Estimate of Reimbursable Expenses $12,305
PROPOSED PROJECT TOTAL $64,645
Reimdursable Estimate Breakdown
Architectural Ras es Group
Conservation suppla s field expenses
$200
Travel allowance mileageaefare, hotel. car rental, per them
$7,550
Ahdare 16 fares
PiinnpalprincipAl
Hmel 9 overnight slays
Prajeol
Project
Structural
all
Cost
$2,300
Telephone
Architect
Conservator
Mgr.lArcM1Kect
Coraervator
Staff
Engineer
Engineer
Estimator
Totals
Fountain
Wessel
Krill
Sister
Kodak
Taller
_
1. Preparation of HSR(ptease see protect approach for detailed
description of tasks)
DurationFarmers
Proled Initiation (meeting with City antl Project Team)
4
4
Historical Research
16
Cdcumentation (including preparation of OADD drawings)
4
16
On- she Idrablugabans
2
0
Analysis and Cost Estimate
2
12
16
Prepare Outline of Orad Report
4
Prepare Draft Hoped
3
2
32
8
2
Prepare Final Report
8
Sul Hours
J
B
2
88
24
2
0
16
Personnel Billing Rate
220.00
190.00
13500
12500
11000
15000
12500
12500
Subtotal Task
$660
$1,520
4270
$11,000
$2,640
$300
$0
$2000
_
$18,390
Meeting allowance assumes four meelin swith City and inteholdera
16
16
16
Subtotal Hours
16
16
0
0
0
15
0
0
Personnel FillingRale
220.00
190.00
135.00
125.00
11000
15000
125.00_
12500
Sublets l Task
$3520
$3,040
$0
$0
$0
52400
$0
5D
$8,960_
2. construction Documents Phase
_
_
Dureeon 12 weeks
Finalize design and prepare construction documents Including
drawings and specifications
a
12
40
80
66
Visit site to cooNmale and verify any remaining Items required
for this phase of work
8
0
Upon. c
12
Amlclpated idea is are 90% COI mr Cry review and
mem and 1oD=e clan for bid and permit
and
Subtotal Hours
0
12
48
0
88
_.
58
12
8
Personnel BAlm Rale
22000
190.00
13500
12500
11000
15000
12500
12500
_
Subtotal Task
$1,]60
$2,260
$6480
$0
$9,6e0
—2
$10,200
$1,500
$1000
$32, 9D0
Meeting with design team to review Construction Documents
0
Subtotal Hours
0
0
0
0
0
6
0
11
Personnel ruling Rate
_
220.00
19000
135.00
125.00
110.00
150.00
12500
12500
Subtotal Task
$0
$0
$0
$0
$0
$1,200
s0
$0
$132.00_
3. Bidding and Construction Phase
_
Estimate of Bidding and Construction Administration Services
8
56
Bublotal Hcun
0
8
56
0
0
0
D
0
Personnel Billing Rate
22000
19000
13500
125.00
11000
15000
12500
12500
Subtotal Task
$0
$1,520
$7,560
$0
$0
$0
$0
$0
f9,080
TOTAL HOURS ALL TASKS
_ 24
27
44
106
80
112
94
12
PERSONNEL BILLING RATE
330.00
190.00
130.130
125.00
110.00
1s0.011
135.00
125.00
TOTAL ALL TASKS
$3.000
1 $70,000
$5940
58,360
$13]50
$11,00(1
$13.330 $14,100 $1,500
Overall MEP scope to be developed after Predeslgn and Programming Phase
Assumptions and Additional All
1 Fees provided here are estimate, and may be reduced by fewer meetings and other factors we have assumed that no mechanical or electrical upgrades will be undertake
2. Civil engineering drawings required for any grading at the buildingsto locate exiatlng utilities and show, any underground Wif ies required for concert lighting and the naw storage building are not mcludod
If desired, a C,r Engineering consultant may be added
3 Geotechnical Report to be provided by the City if required
4 Any hazardous materials present on the site are the responsibility of the City.
Professional Services $70000
15% Administrative Mark-Up on Consultant Fees $2,340
Lump Sum Fee 72,340
Estimate of Reimbursable Expenses $12,305
PROPOSED PROJECT TOTAL $64,645
Reimdursable Estimate Breakdown
Conservation suppla s field expenses
$200
Travel allowance mileageaefare, hotel. car rental, per them
$7,550
Ahdare 16 fares
Hmel 9 overnight slays
Car Blamed 11 days
Postage and delrvety
$450
Reproduction and photocopying
$2,300
Telephone
$200
Administration Fee for Expenses (15%)
$1,605
Estimate of Reimbursable Expenses 512,305
4Rc No P07054 Architectural Resources Group, Inc.
• EXHIBIT C •
ARCHITECTURAI JLFsouRcEs GROUP
STANDARD BILLING RATES
1. Direct personnel expense shall be billed at the following rates, including time for
meetings, public meetings, and presentations:
Founding Principal $220.00/hour
Principal $190.00/hour
Senior Designer, Architect, Planner, Historian, and Conservator $145.00 to $170.00/hour
Architect, Planner 11, Historian Il, and Conservator 11 $125.00 to $140.00/hour
Planner 1, Historian 1, Conservator 1 $100.00 to $130.00/hour
Designer, Technical Staff and Intern $100.00 to $125.00/hour
Administrative Staff $75.00/hour
2. Reimbursable Expenses shall be billed at cost plus 15% and shall include the following:
a. Reproduction costs such as printing or duplication of drawings, specifications.
written reports, and cost estimates, etc.
b. Lodging, subsistence, and out-of-pocket expenses for authorized travel in
connection with work.
c. Travel: (including local) IRS allowable rate, currently 50.445/mile, plus tolls and
parking.
d. Data: Long distance telephone/telegraph/telex/fax charges/database access
charges, etc.
e. Cost of models, special renderings, photography, special process printing, special
printed reports or publications and maps.
f. Computer time for drafting is included in our standard billing rates. Computer time
and labor time for plotting and trimming of drawings for formal submittals and
Owner's use, as well as packaging electronic files for Owner or Contractor use, will
be charged at $18 per plot or plot file.
g. Postage and delivery charges.
h. Professional consultants retained with client approval.
i. Specialized equipment rental (required by the project).
3. Rates effective January 1, 2007 through December 31, 2007.
4. Rates shall increase 5% each year until the project is completed.