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84-008 Reel/Grobman & Associates, office space pre3- n BMENT) City of Cupertino 110-0 l = 0-1 U_1 AGREEMENT -651 N0. is F BY THIS AGREEMENT made and entered into on the 24th day of ,hnuary . 19 84 by and between the CITY OF CUPERTINO (Hereinafter referred to as CITY) and r, Name (1) Reel/Grobman & Associates (2) I, Address 7975 Sr-ntr Roulgvard City Santa r1 ara Zip 95050 Phone 496-6222 (Hereinafter referred as CONTRACTOR), in consideration of their mutual covenants, the parties hereto agree as follows: CONTRACTOR Shall provide or furnish the following specified services and/or materials: As set forth in Exhibit A attached hereto and made a part hereof. DELIVERY: March 26, 1984 EXHIBITS: The following attached exhibits hereby are made part of this Agreement: Exhibit A TERMS The services and/or materials furnished under this Agreement shall commence on January 25, 1984 and shall be completedflfiXii{ by March 26. 1984 COMPENSATION For the full performance of this Agreement,CITY shall pay CONTRACTOR: Amount not to exceed $4,500. Out of pocket expenses such as blueprints, report preparation, travel, telephone GENERAL TERMS AND CONDITIONS charges, etc. are in addition to the above $4,500 Hold Harmless. Contractor agrees to save and hold harmless the City, its officers,agents and employees from any and all damage and liability of every nature, including all costs of defending any claim, caused by or arising out of the per- formance of this agreement.City shall not be liable for acts of Contractor in performing services described herein. Insurance. Should the City require evidence of insurability Contractor shall file with City a Certificate of Insurance before commencing any services under this agreement.Said Certificate shall be subject to the approval of City's Director of Administrative Services. Non-Discrimination. No discrimination shall be made in the employment of persons under this agreement because of the race,color, national origin, ancestry, religion or sex of such person. Interest of Contractor. It is understood and agreed that this agreement is not a contract of employment in the sense that the relation of master and servant exists between City and undersigned.At all times Contractor shall be deemed to be an independent contractor and Contractor is not authorized to bind the City to any contracts or other obligations in executing this agreement.Contractor certifies that no one who has or will have any financial interest under this agreement is an officer or employee of City. Changes. This agreement shall not be assigned or transferred without the written consent of the City. No changes or variations of any kind are authorized without the written consent of the City. CONTRACT CO.ORDINATOR and representative for CITY shall be: Name James H. Sisk, Planning Director Department Planning & Development Address 10300 Torre Avenue Cupertino,CA 95014 Telephone (408) 252-4505 • This Agreement shall become effective upon its execution by CITY, in witness thereof, the parties have executed this Agreement the day and year first written above. CONTRACTOR: _ CITY F C PERTINO: 1 0 By -wiffr i - os.ij' I}f e 0-4/ 44 , ^ APPROVA / / :�.• ment Head r i�� 2City n / Date 78* ' /' s— / y' 1 Reel/Grobman&Associates 2975 Scott Boulevard Santa Clara,California 95050 Fri �''t; - (408)496-6222 �_a.x_ �;E. Ree!Grobman January 27, 1984 EXHIBIT A Mr. James H. Sisk Planning Director City of Cupertino 10300 Torre Avenue Cupertino, California 95014 • Dear Jim: • Thank you for selecting Reel/Grobman and Associates to assist you with the planning of your existing facilities. We will provide our best professional efforts at all times and we are certain that you will be pleased with the results of our facility consulting services . We will commence promptly with Phase I of our assignment and we will proceed as follows : 1. FAMILIARIZATION. The project team will familiarize itself with the organizational ,structure and philosophy of the City of Cupertino. Meetings with department heads will provide background data regarding methods of operation and establish the necessary job perspective. We will assemble an inventory of the amount and type of space currently ' occupied by the various groups, and compile a listing of the numbers and locations of people within these activity centers . 2 . INDIVIDUAL SPACE NEEDS. We will analyze the amount and type of space appropriate for various employee categories , and • establish a system of practical space occupancy standards . These standards will be based on a common building module and on the furniture and equipment required for each task. The relative, need for private offices, semi-private work spaces, and open clerical areas will also be identified. Utilizing the projected increases for various levels of personnel, we will develop functional office space require- ment summaries to demonstrate total anticipated growth within the various departments and groups. Los Angeles/Newport Beach/Santa Clara/San Francisco • '� t. I _ \DEM ■■= ■■■■ Mr. James H. Sisk January 27 , 1984 City of Cupertino Page Two 3. COMMON AREAS. We will conduct a similar analysis for all special purpose or common areas used by more than one department, such as conference and meeting rooms, public access and waiting or counter areas, supplies and storage space, mailroom, first aid room, etc. These studies will identify the relative demand and expected usage levels for each area, as well as the appropriate space building requirements . 4. WORK FLOW AND COMMUNICATION PATTERNS. Next, we will analyze the physical interaction between departments or work groups . This analysis will include a brief examination of the person- nel and visitor movement, the key document flow, and will result in a schematic adjacency diagram showing the essen- tial inter-departmental relationships. This diagram constitutes an important step in the study, because it will be the basis for identifying which departments and functions should be contiguous in the remodeled space. 5. SPACE REQUIREMENTS PROGRAM. Based on your projected future personnel levels and physical space needs, we will prepare an overall facility requirements program. This tabular program will identify the amount and type of space required by each work group, the recommended size and grouping .of departmental areas , and the identification of all common areas. 6. SPACE PLAN. Prior to space planning, we will inventory furniture and equipment that will be relocated to the new • office. This inventory and a developed requirements program will provide the basis for a space plan. Alternatives will be evaluated, and the resulting scaled layout maximize space utilization and functional needs. It will show the location of all walls, partitions, doors, aisles, and representative furniture and equipment. This will be presented to the Space Utilization Committee for approval prior to the development of the detailed layout. EEE© Mr. James H. Sisk January 27, 1984 City of Cupertino Page Three 7. PRELIMINARY COST ESTIMATE; A preliminary cost estimate will be prepared indicating the estimated cost of reup- holstering or refinishing existing furniture, purchasing new furniture and furnishings , and other related interior improvements necessary to prepare the space for occupancy. Items 1-7 outlined above will be included in Phase I of our assignment. Our fee to complete this phase will be $4, 500. Additional expenditures incurred on this assignment will be out-of-pocket expenses such as blueprints , travel, telephone charges, etc. If .changes occur after approvals, we will be compensated at our hourly billing rates . • We bill on the 10th of each month for work completed during the previous month, and all invoices are due and payable within 30 days . Our invoice will indicate the services pro- vided during the billing period, and will list the hours and billing rates of the project team. Upon completion of Phase I, we will meet with you to discuss future phases. We look forward to working with you and will commence promptly. Sincerely yours , Shelley _ . ' Smith Manager o ' Business Development SAS/ml