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Home My WebLink AboutC36030 - Rplcmnt Reserve Study-Capital Plan CONTRACT NO. C36030 CITY OF PALM DESERT STAFF REPORT REQUEST: APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH ASSOCIATION RESERVES, INC. (ARI) FOR A REPLACEMENT RESERVE STUDY/CAPITAL PLAN SUBMITTED BY: Veronica Tapia, Senior Management Analyst DATE: April 13, 2017 CONTENTS: Reserve Study/Capital Plan Proposals ARI EMG Professional Services Contract Agreement Recommendation By Minute Motion that the City Council, 1) Approve a professional services agreement with Association Reserves, Inc. for Replacement Reserve Study/Capital Plan services in an amount not to exceed $118,500; 2) Authorize the City Manager to execute same; and 3) Appropriate $118,500 from the unobligated general fund reserve to account number 1104159-4309000. Executive Summary To better evaluate the long-term needs of the City including appropriate reserve levels, staff is reviewing the various aspects of what constitutes an appropriate reserve level. As part of that review, a City-wide reserve study/capital plan is needed to identify the anticipated capital needs for the City's buildings, recreational areas and infrastructure, including Desert Willow. Staff issued a Request for Proposals and received responses from two firms. Staff reviewed the proposals received and then had each firm give presentations to a review committee that included staff and a member of the City Council. The review committee selected ARI as the best candidate, based on the proposals received, the presentation, and the cost to conduct the study. Background The management of reserves and appropriate reserve levels are critical aspects of the City's strategic financial plan and continued long-term financial sustainability. The first step in evaluating an appropriate level of reserve is to conduct a capital reserve study and identify the anticipated capital needs for the City's buildings, recreational areas and infrastructure. Reserves of this nature fulfill a crucial financial need for municipalities to G.Vda\Veronica Tapia\Word FilestStaf Reports\Association Reserves Inc SR 4-13-17 rev 3-31 doc Staff Report Approve Professional Services Agreement with ARI for Replacement Reserve Study/Capital Plan April 13, 2017 Page 2 of 3 make provisions for the replacement/rehabilitation of existing assets. Going forward, the reserve study will serve as a tool for the City when reviewing both reserve needs as well as planning for capital maintenance needs. Staff requested proposals for a Replacement Reserve Study/Capital Plan and received responses from two firms. Proposals were received from Association Reserve Inc. (ARI) and EMG. Both firms possess the qualifications and expertise in Replacement Reserves/Capital Plans. Both have dedicated staff that work in Southern California. ARI's references include Beverly Hills, Agoura Hills, Sun City Palm Desert and they also worked on the Housing Authority's Replacement Reserve study completed in 2009. EMG's references include Orange, Huntington Beach, Poway, Laguna Hills, San Francisco, and others. Other than price and their described approach to conduct the research necessary, the major difference that stood out between the two firms was the method of conducting infrastructure assessments. Consequently, both firms were asked to submit a sample infrastructure report. ARI's reserve study specialists use a standardized approach for their review. EMG conversely, works in connection with a construction management firm, Kitchell, to assist with infrastructure reserve plan solutions. Kitchell has a full in-house engineering and architectural services department that includes licensed architects and engineers, quality control specialists, estimators, schedulers, facility experts, technicians, facilities maintenance personnel and other specialized consultants to complete the assessment of the infrastructure. Along with varying approaches, the proposed costs differed as well. The costs presented by both firms are as follows: ARI EMG Buildings 61,000 51,420 Parks 26,500 56,235 Infrastructure 15,000 287,500 Desert Willow 16,000 10,370 TOTAL 118,500 405,155 Since the costs were vastly different, staff determined that the best approach would be to have each firm give a presentation to a review committee. The review committee consisted of the City Manager, the Director of Finance, the Director of Public Works, the Director of Economic Development, the Director of Community Development, and Councilmember Weber. Following their presentations, the panel had an opportunity to ask questions specific to each department's needs. After the interviews, the panel reviewed the proposals and information G Vda\Veronica TapiatWord Files\Staff Reports'Association Reserves Inc SR 4-13-17 rev 3-31.doc Staff Report Approve Professional Services Agreement with ARI for Replacement Reserve Study/Capital Plan April 13, 2017 Page 3 of 3 presented from each firm, and collectively decided that based on the City's needs, ARI was the best fit to create a replacement reserve/capital planning tool. ARI has completed reserve studies for over 40,000 properties of all types including HOA's, community development districts, timeshare and resort properties, commercial facilities, camps, retreat centers, schools, and municipalities. Their office that serves the Coachella Valley is located in Ontario, with the President residing locally in the valley. Per their proposal, each study that is conducted by ARI is done with special consideration for the unique characteristics of the client's needs, including age of the facilities, regional weather patterns, local pricing factors, and input from the staff and/or vendors associated with each asset. As noted, staff has had experience working with ARI on reserve studies for the Housing Authority and although they were completed in 2009/10, staff continues to use them as a tool for annual budgeting. Staff recommends approval of the contract with Association Reserves, Inc. to conduct the City wide replacement reserve study/capital plan. Fiscal Analysis Approval of the professional services agreement will cost $118,500; for conduct of a City- wide reserve study/capital plan. An appropriation of $118,500 is being requested from the general fund reserves to account number 1 1 04 1 59-4309000. ' ted by: - ' 'l "' Sub Veronica Tapia, Senior Ma agement Analyst Approved by: JOne Moore, Director of Finance Lauri Aylaian, City Manager G:Vda\Veronica Tapia\Word Files\Staff ReportsWssodation Reserves Inc SR 4-13-17 rev 3-31 doc CONTRACT NO. C36030 CITY OF PALM DESERT FINANCE DEPARTMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of Palm Desert on this 13th day of April, 2017, by and between THE CITY OF PALM DESERT, a municipal corporation, hereinafter referred to as "CITY," and Association Reserves, Inc. (ARI), hereinafter referred to as "CONSULTANT." WITNESSETH: WHEREAS, on January 5, 2017, CITY issued a request for proposals for Replacement Reserve Study/Capital Plan Services; and WHEREAS, pursuant to said request, CONSULTANT submitted a proposal, which was accepted by CITY for said services, NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: (1) TERM The term of this Agreement shall be from July 1, 2017 through June 30, 2018, or to such later date as may be agreed in writing between parties. (2) CITY'S OBLIGATIONS For furnishing services, as specified in this Agreement, CITY will pay and CONSULTANT shall receive in full compensation therefor the total sum not to exceed one hundred and eighteen thousand, five hundred dollars ($118,500), payable in arrears at the rate as established in the proposal attached hereto as Exhibit A. (3) CONSULTANT'S OBLIGATION For, and in consideration of, the payments and agreements hereinbefore mentioned to be made and performed by CITY, CONSULTANT agrees with CITY to furnish the services and to do everything required by this Agreement and the Contract Documents, Specifications and Conditions. (4) HOLD HARMLESS AND INDEMNIFICATION CONSULTANT agrees to defend, indemnify, and hold harmless the CITY, its officials, officers, employees, representatives, and agents from and against all claims, lawsuits, liabilities or damages of whatsoever nature arising out of its connection with, or relating in any manner to, any act or omission of CONSULTANT, its agents, employees, subconsultants and employees thereof in connection with, the performance or non-performance of this Agreement. CONSULTANT shall thoroughly investigate any and all claims and indemnify CITY and do whatever is necessary to protect the CITY, its officials, officers, employees, agents, and representatives as to any such claims, lawsuits, liabilities or damages. CONTRACT NO. C36030 (5) INSURANCE Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has provided evidence satisfactory to the City that the subconsultant has secured all insurance required under this section. Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. General Liability insurance: Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. Defense costs shall be paid in addition to the limits. The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; or (3) contain any other exclusion contrary to the Agreement. Automobile Liability Insurance: Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Professional Liability (Errors & Omissions) Insurance: Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement. Covered professional services shall specifically include all work to be performed under the Agreement and delete any exclusions that may potentially affect the work to be performed (for example, any exclusions relating to lead, asbestos, pollution, testing, underground storage tanks, laboratory analysis, soil work, etc.). If coverage is written on a claims-made basis, the retroactive date shall precede the effective date of the initial Agreement and continuous coverage will be maintained or an extended reporting period will be exercised for a period of at least three (3) years from termination or expiration of this Agreement. G:Vda\Veronica Tapia\Snort Form Services Contract-ARI 3-22-17 doc 2 CONTRACT NO. C36030 Workers' Compensation Insurance: Consultant shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least $1,000,000). Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City of Palm Desert, its officers, agents, employees and volunteers. Other provisions or requirements Insurance for Subconsultants: All Subconsultants shall be included as additional insureds under the Consultant's policies, or the Consultant shall be responsible for causing Subconsultants to purchase the appropriate insurance in compliance with the terms of these Insurance Requirements, including adding the City as an Additional Insured to the Subconsultant's policies. Consultant shall provide to City satisfactory evidence as required under Insurance Section of this Agreement. Proof of Insurance: Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsement must be approved by City's Risk Manager prior to commencement of performance. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. Current certification of insurance shall be kept on file with City at all times during the term of this contract. City reserves the right to require complete, certified copies of all required insurance policies, at any time. Duration of Coverage: Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by Consultant, his agents, representatives, employees or subconsultants. City's Rights of Enforcement: In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. Acceptable Insurers: All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. Waiver of Subrogation: All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the City of Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Consultant or others providing insurance G\rda\Veronica Tapia Short Form Services Contract-ARI 3-22-17.doc 3 CONTRACT NO. C36030 evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against the City of Palm Desert, and shall require similar written express waivers and insurance clauses from each of its subconsultants. Enforcement of Contract Provisions (Non Estoppel): Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder. Primary and Non-Contributinq Insurance: All insurance coverages shall be primary and any other insurance, deductible, or self-insurance maintained by the indemnified parties shall not contribute with this primary insurance. Policies shall contain or be endorsed to contain such provisions. Requirements Not Limiting: Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. Notice of Cancellation: Consultant agrees to oblige its insurance agent or broker and insurers to provide to City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. Additional Insured Status: General liability, Automobile Liability, and if applicable, Pollution Liability, policies shall provide or be endorsed to provide that the City of Palm Desert and its officers, officials, employees, and agents shall be additional insureds with regard to liability and defense of suits or claims arising out of the performance of the Agreement, under such policies. This provision shall also apply to any excess liability policies. City's Right to Revise Specifications: The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City and Consultant may renegotiate Consultant's compensation. Self-Insured Retentions: Any self-insured retentions must be declared to and approved by City. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by City. Timely Notice of Claims: Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant's G\rda\Veronica Tapia Short Form Services Contract-ARI 3-22-17 doc 4 CONTRACT NO. C36030 performance under this Agreement, and that involve or may involve coverage under any of the required liability policies. Safety: Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Additional Insurance: Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. (6) AMENDMENTS Any amendment, modification, or variation from the terms of this Agreement shall be in writing, signed by CONSULTANT and approved by the City Manager of the CITY. (7). INCORPORATED BY REFERENCE The Request For Proposals; Contract Specifications; CONSULTANT's Bid/Proposal Submission Form(s), Addenda; Change Orders; additional or supplemental specifications, drawing, maps or diagrams; and CITY-issued forms relating to this project, are hereby incorporated in and made a part of this Agreement. (8) COMPLETE AGREEMENT This written Agreement, including all writings specifically incorporated herein by this reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. (9) ANTI-DISCRIMINATION In the performance of the terms of this Agreement, CONSULTANT agrees that it will not engage in, nor permit such subconsultants as it may employ, to engage in discrimination in employment of any person because of the age, race, color, sex, national origin or ancestry, or religion of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735. (10) AUDIT CITY shall have the option of inspecting and/or auditing all records and other written material used by CONSULTANT in preparing its statements to CITY as a condition precedent to any payment to CONSULTANT which records shall be maintained and available for a period of at least three years. (11) NOTICE All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail, return receipt requested, addressed as follows: G\rda\Veronica Tapia\Short Form Services Contract-ARI 3-22-17.doc 5 CONTRACT NO. C36030 If to CITY: If to CONSULTANT: Office of the City Clerk Association Reserves, Inc. CITY OF PALM DESERT Kevin Leonard 73-510 Fred Waring Drive 3200 Guasti Road, Suite 100 Palm Desert, CA 92260 Ontario, CA 91761 (12) LITIGATION COSTS In the event an action is filed by either party to enforce any rights or obligations under this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and court costs, in addition to any other relief granted by the court. (13) AUTHORITY TO EXECUTE AGREEMENT Both CITY and CONSULTANT do warrant that each individual executing this Agreement on behalf of each party is a person duly authorized. (14) Either party may terminate this Contract with thirty (30) days written notice for any reason. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first hereinabove written. CITY OF PALM DESERT A Municipal Corporation CONSULTANT Lauri Aylaian, City Manager Kevin Leonard, ARI ATTEST: APPROVED AS TO CONTENT: Rachelle D. Klassen, City Clerk Janet M. Moore, Director of Finance APPROVED AS TO FORM: Robert Hargreaves, City Attorney G.Vda\Veronica Tapia\Short Form Services Contract-ARI 3-22-17.doc 6 CONTRACT NO. C36030 Exhibit A CONSULTANT'S PROPOSAL (See attached) G.\rda\Veronica Tapia\Short Form Services Contract-ARI 3-22-17.doc 7 Inland Empire/Coachella Valley Regional Offices 3200 Guasti Road,Suite#100 S SOCIATIONArizona Ontario,CA 91761 DEsIRVI1S Califna Col Drado Florida Hawaii Tel:(909)906-1025 Est. 1986 Nevada Fax:(909)906-1041 North Carolina www.reservestudy.Com Over 40,000 Reserve Studies nationwide washongton February 10, 2017 City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Subject: Capital Plan/Replacement Reserve Study Attached please find our proposal to prepare a comprehensive Capital Plan/Replacement Reserve Study (referred to as `Reserve Study') for multiple Palm Desert facilities. We understand these are different properties in different locations, yet they share some common financial ties. Our primary contact person will be: Kevin Leonard, RS Association Reserves President— Inland Empire & Coachella Valley 3200 Guasti Rd, #100 Ontario, CA 91761 KLeo nard C Reservestudy.com (909) 906-1025 Please see the attached proposal package. Sincerely, • • Kevin Leonard, RS Association Reserves, Inc. 1 www.ReserveStudy.com Inland Empire/Coachella Valley SSOCIATION Regional Offices 3200 Guard Road,Suite#100 Arizona Ontario,CA 91761 California RESERVES Colorado Honda Hawai Tel:(909)906-1025 Est. 1986 Nevada Fax:(909)906-1041 North Carolina www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington City of Palm Desert Capital Plan/Replacement Reserve Study February 10, 2017 An overview of Association Reserves, Inc. can be found in Appendix A of this Proposal. In summary, we are a professional Reserve Study firm, founded in 1987, now with 13 offices across the United States. We have completed over 40,000 Reserve Studies nationwide. By partnering with us you will be partnering with a company that has extensive experience in working with HOAs, Schools, Worship Facilities and Municipalities over our 30 year history. Our objective is to help our clients avoid 4 becoming surprised by the gradual deterioration of their common area assets, and help them know how to become financially prepared for the expenses related to that ongoing, daily deterioration. We apply a sufficient number of well-trained, credentialed staff members to "bring insight and order to distraction and clutter", taking a complicated situation and making our findings and recommendations simple and clear. Executive Summary: Association Reserves was created in 1986 to cost-effectively prepare Reserve Studies for residential and commercial facilities, helping Boards, management staff, and financial stakeholders make wise budget decisions and accurate disclosures. Each Reserve Study provides three results: 1) A Reserve Component List identifying the assets the client is responsible to repair/replace, 2) An evaluation of the current Reserve Fund measured as Percent Funded (level of preparedness), and 3) A recommended multi-yr Funding Plan designed to ensure all anticipated projects can be accomplished in a timely manner. For organizational purposes, it is likely we will prepare separate reports for each facility. Each report can then be included into a single Reserve Study including a master component list and a comprehensive Reserve funding plan. Association Reserves, Inc. 2 www.ReserveStudy,com Inland Empire/Coachella Valley ��V�Jt.I 11��V1� Regional Offices 3200 Guasti Road,Suite MOO Arizona Ontario,CA 91761 Cal fornia DESERVESColorado Florida Hawai Tel:(909)906-1025 Est. 1986 Nevada Fax:(909)906-1041 North Carolina www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington Experience of Firm: City of Beverly Hills Chad Lynn - Assistant Director of Public Works, City of Beverly Hills 345 N Foothill Rd, Beverly Hills, CA 90210 (310) 288-2807 This project took place in 2015 and 2016. The scope of work included approximately 50 facilities in total. Similar to the list of facilities described in the Palm Desert RFP, the Beverly Hills scope of work included city hall, a police station, fire stations, libraries, parks, parking structures, reservoirs, and city owned office/retail buildings. The site inspection portions of the Reserve Study process for these facilities were completed over the course of approximately 2 months by 8 staff members. This project contained multiple reports with the first beginning in early 2015. The Reserve Study reports were delivered in multiple phases throughout 2015 and officially concluded on 12/1212016. City of Agoura Hills Louis Celaya - Deputy City Manager, City of Agoura Hills 30001 Ladyface Court, Agoura Hills, CA 91301 (818) 597-7314 This Reserve Study was completed for the city's 2016 fiscal year. The scope of work included their civic center buildings and surrounding grounds. 3 staff members were assigned to this project which detailed the interiors, exteriors, and mechanical systems of the facility. This project began on 3/24115 and was delivered on 5/29115 Sun City Palm Desert Steve Campbell — General Manger, Sun City Palm Desert 38180 Del Webb Blvd, Palm Desert, CA 92211 We have prepared an annual Reserve Study for this community since 2006. Sun City Palm Desert is a community of 4985 homes. With a multi million dollar annual Reserve budget, the association is continuously planning and completing a number of significant projects every year. They maintain about 7 million square feet of streets, 3 large clubhouses/community centers, and 2 18-hole golf courses. This project is handled personally by our Inland Empire President, and takes roughly 2 months to complete from start to finish. The Reserve Study process is currently in progress. For a complete list of municipal and commercial Capital Reserve Study clients, please visit: http://www.arcapitalplans.comlmunicipalities-commercial-properties) Association Reserves, Inc. 3 www.ReserveStudy.com Inland Empire/Coachella Valley SS VCIATIO ] Regional Officess 3200 Guasti Road,Suite#100 Arizona Ontario,CA 91761 California DESIRVES Colorado nori da Hawaii Tel:(909)906-1025 Est. 1986 Nevada Fax:(909)906-1041 North Carolina www.reservestudy:co rn Over 40,000 Reserve Studies nationwide Washington Staff Qualifications: The Project Team will be comprised of Association Reserves staff members (no outside contractors). All Project Managers working on this project will either hold the national "Reserve Specialist" (RS) credential, or be in the process of earning that credential. Kevin Leonard, RS President of Association Reserves— Inland Empire & Coachella Valley Kevin will be the lead Project Manager for this assignment. He joined Association Reserves, Inc. in 2013 after graduating from Cal Lutheran University. He has completed over 1,000 Reserve Studies nationwide. Since 2015 he began to focus his efforts on the needs of our clients throughout the Inland Empire and Coachella Valley. For his expertise, he earned the Community Association Institute's (CAI) Reserve Specialist (RS) designation and has the distinction of being RS #294. Kevin also regularly writes for industry magazines and currently serves on 2 committees for CAI. Sean Kargari, RS Senior Project Manager Sean joined Association Reserves, Inc. in 2003 after graduating from Cal State Northridge. He has since completed over 1,800 Reserve Studies for a wide range of properties. Sean was the lead Project Manager for the City of Beverly Hills Reserve Studies. His Reserve Study experience includes projects across the lower-48 States, as well as abroad (Spain, the United Kingdom, France, Thailand, and Dubai). He currently oversees the production staff at our corporate office in Calabasas. For his expertise, he earned the Community Association Institute's (CAI) Reserve Specialist (RS) designation and has the distinction of being RS #115. Robert Nordlund, PE, RS CEO & Founder A registered professional engineer, Robert has been involved in the Community Associations industry since 1982.Robert was involved in creating CAl's 1998 National Reserve Study Standards, and is credentialed Reserve Specialist #5. He is a past Chairman of CAl's Reserve Professionals Committee, past Chairman of the Association of Professional Reserve Analysts, and past President of the Community Association's Institute (CAI) Greater Los Angeles Chapter. He currently serves on CAl's national housing steering committee. Robert regularly writes on the topic of Reserve Studies and is a frequent speaker in industry- sponsored seminars and presentations throughout the United States. Robert is a 1980 graduate of the University of Washington and a member of the Tau Beta Pi engineering honor society. Association Reserves, Inc. 4 www.ReserveStudy.com Inland Empire/Coachella Valley Regional Offices 3200Guasti Road,Suite#100 SSOCIATION Arizona Ontario,CA 91751 California DESERVES Colorado ° ri da Hawaii Tel:(909)906-1025 Est 1986 Nevada (90 Fax: 9)906-1041 North Carolina www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington At this early point in time, we expect the team will also consist of at least two of the four following Project Managers: Christian Calunoa, RS, Johannes Koerm, RS, Aaron Dowler, RS or Elon Goldman, in addition to assistance from other yet to be designated site inspection support staff. Each staff member listed below is the lead project manager on 100+ Reserve Studies each year for Association Reserves. Christian joined Association Reserves in 2008 after graduating from California Lutheran University, where he completed a BS in International Business. Christian has traveled extensively preparing Reserve Studies both domestically and internationally, including site inspection trips to England, France, Thailand, Macau, and Spain. He has a background in the Investment Banking and Insurance industries and is a Community Associations Institute (CAI) Credentialed Reserve Specialist (RS #208). Johannes began working for Association Reserves in 2011 after obtaining a degree in Business Management from California Lutheran University. He came to Association Reserves with a strong background in residential and commercial real estate, specializing in multi-family investment properties and vacation homes. That experience, along with his passion for customer service, has translated well into providing thorough insight into the needs and interests of his clients. Johannes is a Community Associations Institute (CAI) Credentialed Reserve Specialist. Aaron joined the Association Reserves team in 2013 after graduating from Pepperdine University. His experience includes extensive work in mortgage field services including property preservation and rehabilitation as well as in entertainment as a production assistant and musician. Aaron takes to heart the importance of developing strong relationships with Association clients in order to provide each of them with excellent customer service and Reserve Studies that are easy to understand. Aaron is a Community Associations Institute (CAI) Credentialed Reserve Specialist. Elon joined the Association Reserves team in 2015. Graduating from California Lutheran University in 2013, he then spent time working with local health care providers and their teams. His past experiences have enabled him to paint a clear picture for clients when it comes to understanding Reserve Studies as they make cost-effective decisions about the care of their property. Elon is currently working towards the Community Associations Institute Reserve Specialist designation. Association Reserves, Inc. 5 www.ReserveStudy.com Inland Empire/Coacfiella Valley Accrri IVT'IF\Ni Regional Offices 3200 Guasti Road,Suite#100 ir%1 Arizona Ontario,CA 91761 California RESERVES FloridaColaado Hawaii Tel:(909)906-1025 Est. 1986 Nevada Fax:(909)906-1041 North Carolina www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington Project Approach As outlined in National Reserve Study Standards, the three results of every Reserve Study are as follows: t) The Reserve Component List (defining the scope and schedule of anticipated Reserve projects) 2) An evaluation of Reserve Fund Strength (measured numerically by Percent Funded) 3) A recommended multi-yr Reserve Funding Plan (based on projected income and expenses for a 30-yr time period, incorporating the effects of interest and inflation) We express this with the following graphic, which clearly shows that the Reserve Component List forms the foundation of the Reserve Study, on which Reserve Fund Strength and Recommended Funding Plan calculations are based. FUNDING PLAN RESERVE FUND STRENGTH COMPONENT LIST RESERVE STUDY RESULTS We will create the Reserve Component List based on the four-part test defined in national Reserve Study Standards, meaning that any project appearing in the Reserve Study must be: 1) The city's maintenance responsibility 2) Life limited 3) Have a Predictable Remaining Useful Life, and 4) Be above a minimum threshold cost of significance Association Reserves, Inc. 6 www.ReserveStudy.com Inland Empire/Coachella Valley SSOCIATION Regional Offices 3200 Guard Road,Suite#100 Arizona Ontario,CA 91761 California DESERVtS CoFbrda Hamm Tel:(909)906-1025 Est. 1986 Nevada Fax:(909)906-1041 North Carobna www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington We communicate this important four-part test with the following graphic, to help our clients understand this standard and join us in working together to minimize the chances there are any components appropriate for Reserve designation that are missing from the Reserve Component List, and any appearing in the Reserve Study that should more appropriately be handled through the ongoing Operational Budget (or as a contingency expense, or potential insured loss). �� 0 r�Akf F o IIStato twoope.4 0 , �NSIV- LIFt~ Q4e1G7 ��. . ,OVE 4 lea r .. r kill*/ 411viN 3 - 4114fUM CP% RESERVE COMPONENT "FOUR-PART TEST" We expect this Reserve Study project will therefore identify the location, quantity, condition, and repair/replacement cost of all major assets with predictable life cycles at the various Palm Desert facilities. If no Reserve "threshold of significance" exists, we will develop an appropriate value (likely in the $2,000 -$5,000 range) to keep assets more appropriately handled through the ongoing operational maintenance budget from cluttering and confusing this Reserve Study. Association Reserves, Inc. 7 www.ReserveStudy.com Inland Empire/Coachella Valley ssoCIATION Regional Offices 3700 Guasti Road,Suite#100 Arizma Ontario,CA 91761 California DESERVIS Colorado Hawaii Tel:(909)906-1025 Est. 1986 Nevada Fax:(909)906-1041 North Cardin www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington After the Reserve Component List has been established, we will calculate the city's Reserve Fund Strength (a comparison of Reserve component deterioration to Reserve Funds "on-deposit"). This will be reported in terms of Percent Funded. G IL EaI.<suati 70 a u, a 0 R( \ \_____,)0`%o RESERVE FUND STRENGTH Finally, we will develop a Reserve Funding Plan that guides the city towards Full Funding, where common area deterioration is offset by Reserve funds. This is a conservative and responsible objective, providing the city with funds sufficient to accomplish the anticipated projects in a timely manner. Our multi-year funding plan is designed with these 4 principles in mind. Stable Contribution Rate 1 _____tholix Fiscally Responsible I RESERVE FUNDING PRINCIPLES Association Reserves, The. 8 www.ReserveStudy.corn Inland Empire/Coachella Valley SSOCIATION Regional Offices 3200 Guard Road,Suite#10D Arizona Ontario,CA 91761 CaIifornia DESERVES Florida Hawaii Tel:(909)906-1025 Est. 1986 Nevada Fax:(909)906-1041 North Carolina www.reservestucy.com Over 40,000 Reserve Studies nationwide Washington Our reports will contain a clear tabular representation of each component's estimated Useful Life, Remaining Useful Life, and Current Replacement Cost. In the Funding Analysis, Reserve contributions will be developed appropriately to offset inflated future replacement costs of all Reserve components. Our Report format will be a document easy to read, containing a summary of our objectives and methodology, scope, procedures, and definitions. It will be compliant with National Reserve Study Standards. Your Report(s) will include an Executive Summary, a clear presentation of the Component List, the city's calculated Reserve Fund Strength (expressed in terms of Percent Funded), and a recommended multi-yr Funding Plan. Our deliverable product will be a .pdf file of the Report(s) (suitable for archival and reprinting), and an unprotected and fully functional MS-Excel .xls "Funding Analysis File" (providing the client with an electronic Reserve Component Master listing, allowing the client to perform an unlimited number of editing and sensitivity analyses). Project Work Plan Phase I — Scheduling site inspections with client representatives and obtaining updated information regarding major components in order to arrive on-site prepared. Phase II — Site Inspections. Our site inspection team will be made up of sufficient staff members. We expect to require city staff involvement to provide access to all building areas (roofing, mechanical areas, etc.). Phase III — Research. We will resolve all questions and mysteries that arose during the site inspection, and unknowns having to do with current conditions, replacement dates, and asset costs. City staff will be involved in this phase, answering our questions via email or phone, whichever is most convenient. Phase IV— Report preparation. This phase involves data entry of all Reserve Component information, then the financial analysis and Report preparation. A client representative will provide us with the most recent Reserve Balance and Reserve Fund interest earnings rate prior to our preparation of the financial analysis. Upon completion, the completed report(s) will be prepared in .pdf format and uploaded to the city's password protected account on our www.ReserveStudv.com website, along with the MS-Excel file. Association Reserves, Inc. 9 www.ReserveStudy.com Inland Empire/Coachella Valley �V V�>� 1�1V� Regional Offices 3200 Guasti Road,Suite#100 1 Arizona Ontario,CA 91761 California RESERVES Colorado Florida Hawaii Tel:(909)906-1025 Est, fgg6 Nevada Fax:(909)906-1041 North Cardin www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington Fees Association Reserves prepares all its Reserve Studies on a "fixed-fee" basis (no additional travel or incidental expenses). We work on the basis of a 50% deposit (necessary to start the job), and 50% payment (due upon delivery of the completed reports). Individual facility fees shown below were developed based on a projection of man-hours necessary to complete each report. We will be responsive to requests for revisions for 90 days after delivery of the reports. Any additional work will be accomplished at our standard hourly rate of$200/hour. Full Reserve Study preparation. $118,500 2017 Capital Plan/Replacement Reserve Study Proposal Buildings W City Hall $ 7,200 Sheriff Substation $ 5,100 Parkview Office Complex $ 7,800 Portola Community Center $ 2,500 Fire Station #67 - Mesa View $ 2,400 Fire Station #33 - Town Center Way $ 2,400 Fire Station #71 - Portola at Country Club $ 2,400 Corporation Yard - Office/Shop $ 3,000 Maintenance Building - Portola $ 2,200 Jean Benson Child Care Center $ 2,200 Community Center- Civic Center $ 4,400 YMCA - Civic Center $ 4,000 Historical Building - Old Fire Station $ 2,300 PSAM/Henderson Buildings $ 7,000 Joslyn Senior Center $ 3,900 Wallaroo Center $ 2,200 Parks Civic Center Park $ 2,300 Hovley Soccer Park $ 2,000 Ironwood Park $ 900 Cahuilla Hills Park $ 900 Palm Village Apartments $ 3,800 Joe Mann Park $ 900 Association Reserves, Inc. 1❑ www.ReserveStudy.corn Inland Empire/Coachella Valley ��CIATION Regional Offices MO Guasti Road,Suite 0 Arizona Ontario,CA 91761 Calrfornia DESERVESForado lorida Hawae Tel:(909)906-1025 Est. 198E Nevada Fax:(909)906-1041 North Carolina www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington Homme/Adams Park $ 900 Magnesia Falls $ 900 Freedom Park $ 2,000 University Parks $ 1,200 Aquatic Center $ 4,000 Freedom Park Community Gardens $ 900 San Pablo Community Gardens $ 900 Hiking Trails $ 3,000 Washington Charter Park $ 1,000 Palma Village Park $ 900 Infrastructure City Wide Bridges $ 3,000 City Wide Streets $ 5,000 City Wide Street Lights/Traffic Signals $ 2,000 City Wide Storm Drain System $ 4,000 City Wide Bus Shelters $ 1,000 Desert Willow Golf Resort r $ 16,000 - Total $ 118,500 This proposal is valid for 90 days. City of Palm Desert Business license will be obtained upon acceptance of this proposal. Thank you for the opportunity to make this submission. If you desire to proceed with our services, please indicate on the next page and return to our office via email (KLeonard @ ReserveStudy.com). We look forward to working with you on this project, providing you with the information needed to build a financial foundation for the City of Palm Desert. Sincerely, 7 ' ...- 7 /2--7,...k e---- -: : Kevin Leonard, RS Association Reserves, Inc. 11 www.ReserveStudy.com Inland Empire/Coachella ValleyA)s(1I)( I/vrI()N Regional Offices 3200 Guti Road,Suite�100Arizona Ontario,CA 91761 California RESERVES Colorada Florida Hawaa Tel:(909)906-1075 Est. 1986 Nevada Fax:(909)906-1041 North Carolina www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington Client: City of Palm Desert Accepted by: (name) Signature: Date: ! / Fee: $ Association Reserves, Inc. 12 www.ReserveStudy.corn Inland Empire/Coachella Valley SSOCIATIONRegional Offices 3200Guasti Road,Suite ti100 Arizona Ontario,CA 91761 California RESERVES Colorado Hawaii Tel:(909)906-1025 Est. 1986 Nevada Fax:(909)906-1041 North Carolina www.reservestudy.com Over 40,000 Reserve Studies nationwide Washington Appendix A About Us — Association Reserves Association Reserves, Inc. 13 Iwww.ReseNBStudy.Com Association Reserves www.reservestudy.com (909)906-1025 ASI! illillOCIATION Inland Empire RESERVES Kevin Leonard, RS Est. 198G oazsa President ± a, ,d Over 40,000 Reserve Studies nationwide kleonard@reservestudv.Com "'•'��<<`' About Us Association Reserves is the nationwide leader in Reserve Study preparation. Established in 1986 as a professional engineering consulting firm,Association Reserves has been instrumental in defining and advocating the National Reserve Study gip► { Standards endorsed by the Community Associations Institute(CAI). In over 30 years in 4¢ "' business, our firm has completed over 40,000 Reserve Studies for properties of all „; types,including condominium and homeowners associations,community development �r districts,timeshare and resort properties,commercial facilities,camps, retreat centers, on_ schools,worship facilities,and more. Our clients range from small, boutique condo *mew �-� properties to large master associations representing tens of thousands of owners. . Each Reserve Study is conducted with special consideration for the unique characteristics of the client property,including age, regional weather patterns, local pricing factors,and input from the Manager and Board of Directors. Our time-tested approach involves thorough research of all key factors,especially project history, projected useful life and cost data,and aesthetic standards in the local area. CEO and Founder Robert M. Nordlund is a Professional Engineer,CAI Reserve Specialist`(#5),and former board president of his own 71-unit homeowners association. He obtained his bachelor's degree from the University of Washington in Mechanical Engineering, and is a member of the prestigious engineering honor society tau Beta Pi. In addition, Robert is a past Chairman of CAI's Reserve Professionals Committee, past President of the Association of Professional Reserve Analysts(APRA), past President of CAI's Greater Los Angeles Chapter, and a frequent speaker in industry-sponsored seminars and presentations throughout the United States. We began serving the Inland Empire/Coachella Valley marketplace in 1988,and have served condos, HOAs,COOS, timeshare and resort properties throughout the region. Kevin Leonard, RS is the President of our Inland Empire office. Kevin has personally completed over 1000 Reserve Studies for properties throughout the United States.This experience includes a wide range of property types, representing all types of residential communities, historic buildings, and commercial developments. Kevin has the CAI Reserve Specialist designation (#294). He earned a bachelor's degree in Business Administration from California Lutheran University. Association Reserves serves the reserve planning needs of Association-governed communities from eleven regional offices located throughout the United States.Staffed with more Reserve Specialist®'s than any other firm,we carry worker's compensation,automobile liability and general liability insurance, and will gladly provide certificates upon request. Association Reserves www.reservestudy.com (909)906-1025 Frequently Asked Questions What's a Reserve Study? A Reserve Study is a tool used by Association-governed communities to help plan financially for major common area repair&replacement projects. We offer three levels of professional Reserve Study M --- Services: J -- I -- Level 1= FULL Reserve Study(includes site inspection) fi -- - Level 2= Reserve Study Update With-Site-Visit(WSV) si Level 3= Reserve Study Update No-Site-Visit(N5V) All of our studies cover a one year period, corresponding to the Association's current or upcoming fiscal year. Every study contains three key results: + A Reserve Component List,detailing the scope&schedule of all repair&replacement projects • A calculation of Reserve Fund strength(expressed as% Funded), that measures how well the Reserve Fund has kept pace with ongoing common area deterioration ♦ A custom 30-year Reserve Funding Plan that allows for timely repairs& replacements,with an emphasis on avoiding Special Assessments What types of projects or components are included in a Reserve Study? Our firm helped establish the National Reserve Study Standards,which specify the following four-part test for whether a certain project qualifies for reserve funding: #1. Must be the association's responsibility. #2. Must have a limited Useful Life(ULJ #3. Must have a predictable Remaining Useful Life(RUL) #4. Must be above a certain"threshold cost" We typically recommend reserve funding for projects such as:asphalt resurfacing,deck sealing and restoration, elevator modernization, interior/amenity area remodeling, major mechanical systems(fire alarm, hot water,HVAC, etc.), painting/waterproofing, pool and spa expenses,roof replacement,and many more. Since every property is unique, every Component List will be different. 2 Association Reserves www.reservestudy.com (909)906-1025 What's the process? Once our proposal has been accepted,we begin the process right away. Here are the four main steps: 1. Preliminary Research and Scheduling A Project Manager(Reserve Specialists) is assigned to the job to schedule the site inspection (as necessary), and begin collecting background information about the property(governing documents, property maps or building plans,vendor contact information, etc.) 2. Site Inspection (as necessary) r s We prefer to begin every site inspection by meeting with a representative of the association,either the Manager,a Y 0.i ;`` Boardmember, or both.This allows us to ask preliminary relimina questions, � find out about recent or upcoming projects,and begin designing a _ TM rough outline of how the study will be organized.After this meeting, your Reserve Specialists will begin physically inspecting the property, which involves photographing,measuring, and taking notes on all common area assets or areas that need to be included. The on-site inspection ranges from a few hours for Reserve Study Updates,with larger or more complex properties requiring one or more days.Since site inspections associated with a "Full" Reserve Study involve first-time measurements,they will require more time on-site than a site inspection associated with a Reserve Study Update. 3. Follow Up Research The research phase is usually much more time consuming than the site inspection, and represents the bulk of the overall Reserve Study process.Your Reserve Specialiste begins by organizing and interpreting the raw data gathered during the site inspection,and reviewing measurements,notes and photographs for key details and insights.The component list is established,along with life and cost estimates. Our standard procedure is to use any historical information provided to us by the client and to review any bids or estimates for upcoming work. We review our findings with your current vendors for their insights, and also check their input against information we've gathered working with comparable properties in your area.We constantly consult our own internal databases,comprised of data collected from over 25,000 Reserve Studies. For good measure,we also reference a construction estimating software program that utilizes cost data from over 900 cities,and is updated quarterly to ensure accuracy.Our end result is a set of replacement cost estimates that are accurate, current,property-specific,and generated by a qualified, independent third party. 4. Report Preparation&Delivery Your Reserve Specialists reviews your current financials in order to calculate Reserve Fund Strength and create a Funding Plan recommendation. Finally, it's time to write the report and produce a short video explanation of the results. The video includes a discussion of our findings and explains the implications for your association. From the founding of our company,our focus has been on creating a useful, reliable document that can be read and understood by any Manager,Boardmember,or homeowner.All Reserve Study related files(the Executive Summary, Report,Video,and Funding Analysis software)are posted online for password-protected viewing and printing throughout the duration of your fiscal year. Printed and bound copies of the report are also available on request. In some cases,we also participate in Board or Association meetings(online or in person)to formally present the Reserve Study and answer questions directly. 3 Association Reserves www.reservestudy.com (909)906-2025 What can I expect to see in my Reserve Study? Simple,easy-to-read summary of recommendations, with a clear,organized listing of Reserve components. / emimmumie :.r: ■•.scale. s.mp•Cameo Aram MR add.IF TINld 7^u 1. 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F^..�.• t• x was ....•+wr rear...•r•.•'.+..'•. r • W a- aw W I ..•...arrm.•IMMr -- I • Tn...'Frr RA...y..ly IerllMal.a.bl'fra waele.7 The 1.lr1.yr.....• a a ear Mae Frrorw..io....Its.R w,.Wade a.Woad a,a.- *agave,.an al.r.r�...o.. a Jar,1R 3e.,Thy.Raw,.l,..fy woo or.Y•r..,by a mart.sakd . M•.rm•war. NI • a1u.i Ra•.v Spa waa IA!} .N ..., _ +rn•.•w. ,..Mu PAM • 6wu..year Rene.F end IR.•r.•..n NM lad 10%.at* fa'•.a..,-,..•.n.a.Mr• M IMAM Fr..,One aa.aaa.a We v.•.ti...t a.'l#.er••M1 a..aa ma 1.I..w�-.r N sIs MOMl...YFd.17•.I.r.I Nee a madam,*rl.•ot.p.c lll....r1.arM rot1..Crow.•.••Mum a•.a..r caw •h n..or Wy rr ease ar Ya -yearPls rgVlaa IS enigmaw ...•••M*won mar b endue.,Why Fe••a We tam M..L.r'foils F.r...r. ..r-..••-.. re . sn a. Ira. —.r..rare • lard e.d..• PM pare.TM..a.sac. .d F...n asp....,red ..a rear ce......r.. M. . >_.ar r.•r Tar letIS%id RaibM ae1lrMRbn rats,011r t=. =n a I. I —'w 4 l .Sae mama"frail Fa a �^Ow-4.—•— sr a .Oil am.. re ..e ^n.+.. rm. r. M•.a . T1.....e*IyR•.er.e Lat..a.it•.4.a.wR....Rralmrd h.[•arada •r.rt- r a I..M ee inure.. ay r•M.ew.of Da eras t.T•a•.1M.•d RR..rra. ma Pm,.�•....6a__-•. I.nya by warm!ram....k Mlle.leas.greerlr.far R+war. •-++w.cw.••. -• it M±M A•m e..s.sbv b,d.f • Ta !T•r'.y`.eM••.•-•••.wr . Iea.r lea a.a arm ar.rr-area- a n lrua w...•...ww•..•.w... a r Ina .a nr •Nava err nee•Fr..•1 C w..f'P•: 1 No lalo.ry 43a1 miss nor R...MOW].ulda or mognirraarls4 Fla Funded RY Y IxxN Roam ft..rW two a�..rydrq.y mil_ --J Large, color-coded charts and rorwms� ppr tables to illustrate long-term i ori.moilw .._ 1111111.1111•1=1;71iiiil .1 1 implications •.- H '''''-'MO111111111111 ililliilli! w P.wawa•I.way to no arm per Rosana F3.d a.Yalr drawn 4.r le M Flay Fu.d.d 1190tI Meal ®l.. W—MM.OM=MI Imo.:wmowiiiiiiiedsis Lill MI1===1 -- _— I•11111111= 4 Association Reserves www.reservestudy.com (909)906-1025 11111111111 Here's a sample of our Inventory Appendix pages. We devote a half-page summary to every single component included in your Reserve Study. Association Reserves Inventory Appendix Client: 9999F8 Sample Condo-Interior Areas Comp I. 902 Gym Equip,Accessories-Replac■ Ot Ardiy 05i Large Machines location. lath Floor Evaluation:{6}readmits,(3)5mkmassers.Ri Mat lonary twain:.[a]rasatant weigh!matnnes.(20)lockers.misc smel pieces Modem.high qualdy pulpment in good mnd lion No.xxmia viva cif uaar or ace Useful Life&Remaining p R'. Useful Life Estimates :, y 4 7 usetrt ars L � ... . 1 . i} •I/ ,i . Full Color I Photographs Re mainng Life - .+�' years , 7 , r Best Case 5100 300 00 wont Case. 5122 550 00 Lower astirvte to replace til]M esilmale Cos!Sauce [lent Cos!Mistily yus Inflate 11 Camp a: 903 Lobby Furniture/Artwork-Replace Quantity Apprds(1a}PiedeI Location.today intertpr Evatuatlan.Al atiradlve and motllrri woes Ex;ect to replace perbdic:214 10 marian mnl9mpa'y Vila Casts taken Fom purchase achedoie pforkdd by client Securtly puart a desk is includedincluded here ®W Descriptive, detailed 4 i '1/4N. Llsaba Lae. commentary 12 year • Remaining Life' t 1 years iel..71• .i•a Best Case. 5136-600 00 Worst Case. 5165.725 00 Lower est.mare to ace 'mate Cost Source Pent Cast .pus Inflation Accurate cost estimates,and descrip- Juty)52011 tion of information source Pace 3ata 5 Association Reserves www.reservestudy.com (909)906-1025 How long does the process take? • We offer three turnaround options:Rush (2-weeks),Standard(5-weeks), _ ,• 9 • and Economy(8-weeks).The timeframe begins when we receive your ! 1(i + I 7 signed Agreement,50%deposit, and other documents of significance. 2r ?? 23 24 Are Reserve Studies really that important? .. 3Q Absolutely. It's fairly easy to plan and prepare for recurring operating 1-6- j - costs like management fees, insurance premiums, landscaping contracts, , and utilities,but what about the projects and expenses that DON'T � .ter happen every year?That's our specialty...identifying and forecasting reserve projects that are certain to occur,but are often overlooked or underestimated.There's no question that setting aside Reserve funds over a long period of time is the simplest, most cost-effective, and most responsible way to plan for major repair& replacement projects.The work will need to be done in a timely manner; it's up to the association to plan accordingly.Without adequate Reserves,associations will fate the unpleasant consequence of taking out costly loans,or passing special assessments,or worst,accept a drop in home values due to deteriorating conditions and deferred maintenance!A current,reliable Reserve Study is the first step toward long-term financial strength for every association.Without a Reserve Study, association Managers, Boardmembers, and homeowners will be misinformed, underprepared, and exposed to serious financial consequences. A current,reliable Reserve Study is a hallmark of well-managed associations,and an important part of a the Board's fiduciary duty to act in the best interest of their association members. Why should we choose Association Reserves? We started in this business in 1986, and have since conducted over 25,000 Reserve Studies nationwide, as well as many international projects. In that time, we've inspected properties of all shapes and sizes,from small, boutique condo associations to sprawling CDDs and HOAs.Our staff members earn and maintain the Reserve Specialist® credential administered by the Community Associations Institute(CAI), the international authority on all aspects of community association living. We don't take a one-size-fits-all approach to our work, because we know that every association is different,and we take the time and care to ensure our results will help you to make wise decisions regarding the long- term care of your physical and financial assets. From our first phone call to final delivery of your study,we hold ourselves to the highest standards of professionalism.We pride ourselves on delivering a first-rate product, because we know you're putting your trust in our hands.That's why the vast majority of our clients come back to us year after year for updates, building a relationship that lasts for decades. What's the next step? If you'd like us to get started on your Reserve Study,just sign the Agreement on the back of the Bid Letter and return it to us by mail,fax,or email,along with your 50%a deposit. Next,we'll let you know what else we need to get started on your study and(if necessary)contact you to make an appointment for your site inspection. If you have any other questions, don't hesitate to contact us anytime! 6 I Association Reserves www.reservestudy.com (909)906-1025 111111111111 References and Testimonials You don't get to be in business for 29 years and counting without building a great reputation. Here's what some of our clients have had to say about us recently: • "As the owner of a fairly large property management company, l have been using Association Reserves since the firm was founded. Excellent staff, timely responses, easy to understand reports, and changing reports has never been problematic!1 cannot recommend Association Reserves highly enough." • "Association Reserves provides incredible service, knowledge and professionalism." a "Until now, 1 had yet to see a Reserve Study whose overview so "user"friendly. Any novice may pick it up and understand the concepts behind a Reserve Study. Very impressive. To add to that, our Project Manager could not be more responsive in answering any of our questions and bending over backwards to work with us." • "1 have been in this business since 1998 and not everyone understands how HOAs and Boards work.Association Reserves employees do, which makes my job easier." • "Our Board could not be more pleased with the report we have received and the manner in which the study was conducted. We highly recommend Association Reserves to prepare your Reserve Study." • "We have worked with Association Reserves for several years. This is a process which can be very cumbersome to say the least, but Association Reserves has streamlined the process and with their help it has been painless and very successful." • "Association Reserves far exceeded my expectations in terms of ease of access to our Reserve Study report on the interne, and quality of service." • "The Association Reserves representatives have been very friendly and professional and have been very responsive to our needs." Client references provided upon request. SOCIATION RESERVES Est. 1986 Over 40,000 Reserve Studies nationwide 7 4 P. 4 f V.V ti e .• � � k . w • . f .. r •:= '' . .. yam' _}�. r r �-'- !4 r.�+ �] :4;ji .ate L . r s_ • - �-... .1: ,A , •- ,:7 ^ 46' r -1001# i r - 1, . ram !- -. J -- - � ,. .. i ,;.,-- i _ ., -S'.. if , IsiLitud# . . 41011, .1771, ir 1111...-,,,-- ' City of Palm Desert Capital Plan/Replacement Reserve Study 2MG 23046 Avenida De La Carlota, Suite 430, Laguna Fills, CA 92653 T 800 733 0660 k F 410 785 6220 j emgcarp.cam emg February 8, 2017 City of Palm Desert City Clerk 73-510 Fred Waring Drive Palm Desert, CA 92260 RE: CAPITAL PLAN/REPLACEMENT RESERVE STUDY Dear Sir or Madam, Clampett Industries LLC d/b/a EMG (EMG) is pleased to provide the City of Palm Desert with the enclosed proposal in response to the City's RFP for Capital Plan/Replacement Reserve Study. We have received the addendum dated January 5, 2017. EMG is a leading architectural,engineering,and asset management consulting firm specializing in condition assessments and capital planning.The following proposal details EMG as highly qualified to complete this project based on the following factors: Proven Experience Life Cycle Cost Analysis and Condition Assessments are core services of EMG.We have completed thousands of projects with more than 700 million square feet of space in the last five(5) years for State and Local Government, Educational, and Affordable Housing clients. EMG has completed more than 8,400 assessment and project management projects in California. Facility experience includes: • City of Brea Parks • City of Concord • City of Poway • City of San Leandro • Coalinga-Huron Recreation and Park District • County of Solana • City of Orange • County of Alameda- Housing • City of Huntington Beach • City of Novato Fire District • City of Laguna Hills • City of Monterey • Orange County Harbors, Parks, & Beaches • City of Goleta • County of San Bernardino • County of Kern • Los Angeles Department of Power and Water • Sacramento Municipal Utility District • Metropolitan Water District of Southern • San Francisco Municipal Transportation Agency California • City of Fresno • City of Los Angeles—Housing • County of Napa • County of Los Angeles—CDC • City of Redwood City • Victor Valley Transit Authority • City of Waterford • State of California—DGS (17MM SF) • City of Oakland • City of South San Francisco • County of Monterey • City of San Ramon Professional Cost Estimators I EMG has in-house professional cost estimators on staff that utilize RS Means and Whitestone Research cost libraries. Highly Qualified Team I EMG is an architecture and engineering firm focused solely on building lifecycle and capital planning studies. Our team includes building professionals nationwide, including 60 profession- als in California —with a local office in Laguna Hills. From registered architects and licensed engineers to sustainability professionals, energy auditors, and ADA specialists,we have qualified in-house personnel to support this project. EMG 123046 Avenida De La Carlota, Suite 430, Laguna Hills, CA 92653 T(800) 733.0660 I F (410)785.62201 emgcorp.corn Infrastructure Expertise I EMG has brought Kitchell onto our team to perform the Infrastructure Assess- ments and Capital Plan. Kitchell has been assisting clients with infrastructure solutions since 1950. EMG and Kitchell have worked together on previous projects. We appreciate the opportunity to present our qualifications for these services and look forward to working with the City of Palm Desert. I am authorized to bind EMG to all terms, conditions, and commitments made in the proposal. Please contact me at 800.733.0660,ext.2704 or at EPiller@emgcorp,com to further discuss our qualifications. All information submitted with this proposal is true and correct.This proposal shall remain valid for a period of not less than 90 days from the date of submittal. Sincerely, Erik Piller Sr.Vice President EMG 23046 Avenida De La Carlota, Suite 430 Laguna Hills, CA 92653 EMG 123046 Avenida De La Carlota, Suite 430, Laguna Hills, CA 92653 T 800 733 0660 I F 410 785 6220 I emgcorp.com TABLE OF CONTENTS •` ` ' OPP Oj A:1:w ei ILI .1 . iamb. . Laguna Hills Cvic Center Facility Reserve Study Section 1 General Qualifications and Experience of Firm 2 Key Staff 3 Project Approach 4 Fees „„„-,..... .___;,,,_,,, .....-.N,..,,,,....:-. . - .._ , _ . , .r_ .,,,,,...____,,,.......40,_.,'.,..,.. : ,i_i_,.i.;7::...-,:...p:-_-,:. ,,_•:•'•-.-',,-:'--,....2-'' ,'-_,„4,,,,,, ,...4_ '` --,,.._, ri.'''''-....".„.4?„,.----.-f-..t.,••:-1 '7! -''' .•"1' ..-z 1,_•'''::'- -''' - ,.. - i.•.__.s.-_-.• ..,..:-.11---.:':rd,-2•_,... ...v ___,,.._...., ---_,-- _:,.,. _.!'„:_ -..,-Ia.'•'-..,-...:-..•.:z..- -'-.'-..-t--• •'' ` _•::7,-,7-'-':,--1 -7.-w.' - • ..----':-'3--.•„-...-1.!..L.,-;t . .. _ . • . , .. ' • _____-___ 2'' • ' IR , : _ .i.t. , --- EXPt 40-i..,..g.., (11 ,1 •-.. . ri . 71[ ;,_-.. L l• :t RIENGF - = :: • i' ...j. 1. . '.... ,, : -.—.,1• , -1-7' -e•r- •-• -” o?P_.. - - ., .._. ,. :...... , _ _.,,;;te-".1-2`44' --ti• .4.-;;;:'?:::. l'-:--, -.1-- ' - _-...6;,,,,...... --rr.• . __ • Ilfil=• l'.1-. 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'5..- '-'-,1 ' '.4,1'.:...•'',.V.4'_ 'la.. --:_is-,--. — et -.,--'' , Z. . ;-• - It' Iii - .__ . . - :tr.,a;_,- - , _. •.,..• ..L-- i r - ! -.. -: . :,...11 Ir -• ,.. - •7,14r I 4.a. . r• '.• •.‘,‘re= `.11. -.,- -7 i 1 ' 1 /0 .... -c• .- . . . • • lie' '11--- -1"•40eL - 3 , --- _ , IL 3 3 E .1c/wag' 1_--0-. f __•--,. '' 1,..,,a ../ ••• ,, ... ,1 ,...4 ff.,et ,...-- .., _, ,.•ri _, ill 1-'4 -,00, ,r%-1/4.4(., a ' 1 ' \I. Zi .::: _ :.• .• .. ' ' r, 4,r ' 'INFO; :-1-_ ' i' - -.Iii.,i',,• , '•4 1 '' •-•._ aer le--; ij,..;::,1 a 104,; 4-.,-,. - _ .iii i"-_ mile ".- ''.:_ '-5A''.:•. ' .', J-:%"•••.•'-`-.--:.'s-1•••-1•1-''•-:- •+. . a'_, •.E-N3'E,-/ -.:.,i ii"•a‘n •-'016.. a1'''I'd5 ,-t1".,r0:-.,3.,1, r i•m.4•i m,.1,.t ' -:/•-r: 2 ill i 4'114 - • i'.!4 ,41to' lc It-- 1 0.-, -• riqi- it 11.....raw unit [1 I n I . ../F IL _i';..11:L.L-----' -• '''-1-7 . _ .....a _ • / _ PA .1 i .-- . ,1.1 ..rt . _ I _ • _ , g ! i . i , Ilk I li•'-------J'. I ,-. -v*0 Ma IN lir' II--- -- .,- --: , , '•• -' 1 -------- - - `: ... -7- '1,7#-:7:1'''''..111-i-7:•-- ' * --• • -'-' -.. 4 itill rm.m.1" "1.11r.. .m".--. 1 41,..,-•-_ • ... ,. T:11:- •-• I/ '' ' -' - -!' • • i '... —4p. ...z., - --- ' ,..... , • .y•,..t•ct •••: t'• si'., ,--.,v-7.. X- ''''' : . ' '''' . N - • 'i. '_ +/4. •••-r.. • r'" - •- ••,, .• _11413‘,_-. • 4010*. County of Orange,Dana Point Harbor Depreciation Study e ADA Compliance Assessment GENERAL QUALIFICATIONS WHAT WE DO HISTORY OF EMG Founded in 1986, Clampett Industries, LLC d/b/a Acquisitions EMG (EMG) is an Architectural, Engineering, and •ILrASrw Environmental consulting services Partnership iaisiesition Nance • elal firm employing professionals nationwide. EMG is ;;�, � licensed to do business in the State of California W , `�' �� and has a qualified team ready and available to complete the requested services for the City of r e Alai ,_^_ Palm Desert. Pills,g \\%\ Annually, EMG assesses thousands of facilities .sue r Capital Plannin g for governing agencies similar to the City of Palm Desert and has developed a proven and efficient •4t,..4, methodology for our assessments and data """`""'�°° collection, considering knowledge of property conditions, federal and ASH RAE regulations, local COMPANY INFORMATION codes, and client objectives, while conducting Name of Company: EMG services and making recommendations. Year Founded: 1986 EMG is financially sound with average revenues of Ownership Limited Liability Company 1046$40.2M over the past five years—more than $60M Headquarters Address: Suite Mill Run Circle, last year atone. With the depth and resources Suite 1100 Owings Mills, MD 21117 to complete this project, EMG is committed to Primary Contact: Erik Piller, Sr.Vice President providing quality services to the City's satisfaction. Telephone: (800) 733 0650, ext. 2704 SERVICES Mobile: (408) 505-6117 • Condition Assessments Fax: (410) 785-6220 • Capital Planning Email: EPiller©emgcorp.com • Feasibility Studies Website: www.emgcorp.com • Energy Studies • Project Management • ADA Accessibility Compliance • Construction Monitoring • Plan and Document Review WHERE WE ARE 2ai %tit . . ,..-- CALIFORNIA OFFICES 60 A CALIFORNIA ,.. p nn EMPLOYEES -IIIIIP ti CA PROJECT ' MANAGEMENT& OIL0 `', ASSESSMENT PROJECTS 1116 Pratt 1swab •MAN Prow Re a4puarter5 ante SmIeib e ewe EXPERIENCE OF FIRM City of Orange FACILITY CONDITION ASSESSMENT & ADATRANSITION PLAN Laing' The City of Orange hired EMG to provide facility condition assessments of various City maintained properties.The assessment included thorough examination and SERVICE lifecycle assessment of the buildings, property, and major systems including Facility Condition Assessment plumbing, mechanical, electrical, roofing, seismic risk, general code compliance, Energy Audit and ADA compliance. Asset Management Database EMG completed a comprehensive reserve schedule to help in the budgeting and Solution replacement of assets as needed over the next 20 years.The project prioritized Capital Plan capital improvement projects, repairs, replacements, and maintenance. SIZE This project included 40 buildings and facilities;over450,000 square feet of building 40 Facilities, 16 Parks space.The facilities include City Hall, eight fire stations, a police headquarters, REFERENCE park concession buildings and restrooms, athletic fields, office space, corporation Mr. Majod Farhat yards, and a new gymnasium. City of Orange 3In addition to the facility assessments, EMG also conducted ADA self-evaluations Ora O E Chapman Avenue Orange, CA 92866 and an update to the ADA Transition Plan. T: (714)744-5562 E: MFarhat®cityoforange.org City of Huntington Beach (Emig) FACILITY CONDITION ASSESSMENT EMG provided professional services to assess and evaluate existing facilities and SERVICE provide a detailed evaluation, cost estimates, and a maintenance plan. Facility Condition Assessment Huntington Beach goals included extending the life of the buildings a minimum of Capital Planning 20 years and to bring the facilities up to a current building,fire/life safety,mechanical, SIZE electrical and plumbing (MEP) requirements, accessibility environmental hazard, 30 Buildings, 550,000 SF and energy efficiency codes and standards. REFERENCE EMG identified conditions to be addresses along with costs to correct conditions Mr.Jerry Thompson and/or restore the facilities to acceptable conditions. General Services Manager City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 T: (714) 960-8845 E: Jerry.Thompson@surfcity- hb.org City of Poway Lem g) FACILITY CONDITION ASSESSMENT The City of Poway requested building evaluations (architectural, structural, mechanical, electrical, plumbing and water infrastructure); corrective SERVICE recommendations, including a prioritized list; budget estimates for the corrective Facility Condition Assessment work; and an estimated schedule for the completion of all recommended SIZE corrective work at various City owned facilities. 43 sites including 14 par EMG's Facilities Maintenance Assessment included: 284,546 SF • Building envelope, to include the condition of the outer shell of the building including paint, walls, doors and windows. Include assessment of the roof REFERENCE • Structural integrity, including walls and foundation Ms.Taryn Kjolsing City of Poway • Interior walls, ceilings, flooring and signage 13325 Civic Center Drive • Mechanical systems, HVAC,exhaust,ventilation,controls and instrumentation Poway, CA 92064 T: (BM)668-4622 • Electrical systems, both interior and exterior, including distribution and lighting E:TKjolsing@ipoway.org • Plumbing systems, both interior and exterior • Elevator systems • Life Safety imimm2J • Security • Traffic/Pedestrian Safety • Americans with Disabilities Act (ADA)Accessibility • Preventative maintenance City of Laguna Hills elaing FACILITY RESERVE STUDY EMG performed an update to the 2008 Facilities Reserve Study of the major capital asset components for each of the following facilities: SERVICE • Laguna Hills Civic Center Facility Condition Assessment • Laguna Hills Community Center Reserve Study • Sports Complex The study included a complete visual inspection in order to develop a list of major SIZE reserve components and a separate reserve analysis report for each facility. 3 Buildings, 100,000 SF The purpose of the Reserve Studies is to evaluate the major capital asset REFERENCE components of the City's two buildings and sports complex that require reserve Ms.Janice Mateo Reyes funding and provide an educated estimate of the necessary funding reserve City of Laguna Hills allocation to cover their replacement costs in the future. 24035 El Toro Road Laguna Hills, CA 92653 T: (949) 707-2600 E: jreyes@ci,laguna-hills.ca.us Ambrose Recreation and Park District - - FACILITY CONDITION ASSESSMENT, FACILITIES ASTER M PLAN, & ADATRANSITION PLAN LOCATION California SERVICE Facility Condition Assessment Facilities Master Plan ._ ADA Transition Plan ,., i Y # a SIZE • _:- till r_. I l 10 Parks 41, "•- _ -- - FACILITY TYPE ,._ Parks -- �. _ ':: Community Center _ Yv� :—�_t' '-" `=,�'• ; =y;: Maintenance -.414441 Bocce Concessions Offices The District's District-Wide facility assets include a community center, park Restrooms buildings, and nine parks with various amenities. The District hired EMG to perform a condition inspection and assessment of the TEAM PERSONNEL facilities to identify deficiencies, problems, maintenance items, hazards, risks, Project Executive and code compliance. In addition to the Facilities Condition Assessments, the • Erik Filler District also awarded us an ADA Self Evaluation and ADA Transition Plan. Project Manager The Master Plan provided a financial analysis relative to replacement costs of the • Matthew Anderson, RA District's District-Wide facility assets.The analysis included: Assessment Team • Capital Improvement Project (CIP) recommendations for immediate, one, • TracyTrisko, RLA • five, ten, and twenty year expenditures including related cost projections for Kay van der Have the recommended improvements. • Jason Santiago • Facility replacement costs.The intent here is to determine the cost of a like REFERENCE facility either in the same location or alternate location per recommendation. Mr- Doug Long • ADA transition plan. Ambrose Recreation and Parks District 3105 Willow Pass Road Bay Point CA, 94565 T (925)458-1601 ext.4 E: DLongigambroserec.org Truckee Donner Recreation District em FACILITY CONDITION ASSESSMENT & ENERGY AUDIT LOCATION California SERVICE Facility Condition Assessment * ~ Energy Audit } Asset Management Database Solution ir' p "r Capital Planning SIZE 30 Buildings •' 550,000 SF TEAM PERSONNEL , EMG completed a comprehensive Facility Condition Audit of all parks and Project Executive buildings managed by the District.The 11 properties included a total of 91,387 SF • Erik Piller and 149 acres. Energy Audits were also required to identify energy conservation Progject Manager measures. EMG created a non-proprietary database to optimize short-term and ▪ Matthew Anderson, RA long-term repair funding and capital needs.The scope of the project included the Assessment Team development of a baseline inventory of physical and infrastructure assets. • Tracy Trisko, RA ■ Valentin Tinajero, PE EMG fielded multiple teams of architects and energy managers to complete • Djahan Nabili the facility assessments and energy audits. Detailed narrative reports were • Bhaskar Ale, CEM, LEER generated to document existing structures and systems, current condition, AP sill and expected remaining useful life of each component. Life safety issues and REFERENCE immediate repair requirements were documented, as well as routine component • replacement schedules. Digital photographs were collected of all assets and all Mr. Steve Randall current deficiencies. Truckee Donner Recreation District All collected data was populated into EMG's customized AssetCALCTM database 8924 Donner Pass Road _ with the capacity for report generation, enabling the District to schedule Truckee, CA 96161 maintenance and renewal projects based on priorities that the District has set; T- (530) 55 tdrpd.3 projects that fit within its existing deferred maintenance budget and initiative E: Steve9tdrpd.org funding.The database operates within the Windows platform. Reports, graphics, and digital photographs are linked to the database to enable users to view details related to deficiencies or proposed capital projects. City of South San Francisco FACILITY CONDITION ASSESSMENT, VISUAL ADA (E11� LOCATION South San Franacisc❑ , CA SERVICE Facility Condition Assessment Life Cycle Cost Analysis �� Visual ADA Survey f Capital Planning x - Security Threat Assessment Maintenance Plan • —! ' � z,� • Space Utilization - iPlanTM SIZE 45 Buildings The City of South San Francisco selected EMG to develop a Comprehensive 26 Parks Facilities Condition and Needs Assessment for 45 city facilities. This Assessment will be a guiding document to prioritize, recommend, and 565.O04 SF address future facility improvements in the near term. The team evaluated the general condition of the building(s) and site TEAM PERSONNEL Project Executive improvements, reviewed available construction documents in order to • Erik Piller familiarize themselves with the physical conditions, settings, and be able Program Manager to comment on the in-place construction systems, life safety, mechanical, • Mark 5urdam,anager RA electrical and plumbing systems, and the general built environment. Assessment Team The evaluation team conducted walk-through surveys of the buildings in order • Kay van der Have, RA to observe building systems and components, identify physical deficiencies • Bhaskar Ale, CEM, LEER and formulate recommendations to remedy the physical deficiencies. A Life AP Cycle Cost Study and a Facility Condition Index IFCI) was calculated for each • Djahan Nabili site. • Lowell Chapman EMG also included an assessment of building security and occupant safety as REFERENCE part of the Facility Condition report.The City asked for a strategy for efficient Mr. Patrick Caylao placement of employees and location of department office areas. City of South San Francisco Engineering Division This project was completed on time and within budget. 315 Maple Avenue South San Francisco, CA 94080 T (650) 829-6668 E: Patrick.Caylao@ssf.net Orange County Harbors, Parks & Beaches �m g CAPITAL RESERVE, ADA ASSESSMENT, & DEPRECIATIaN STUDY V LOCATION California SERVICE r. ....� Depreciation Study . "`'41_t",#i . ADA Assessment _ ,o•+�' 1 Capital Improvement - :%- Customized DAtabase SIZE 44 36 Sites ��: 'sue- 1 ,. Z- - -." FACILITYTYPES ,0w1\ , w. Parks The Orange County Harbors, Parks, &Beaches engaged EMG to conduct a capital Recreational facilities depreciation, reinvestment, renewal, and adaptation study. The study was based upon Southern California industry standards, and provided appropriate REFERENCE maintenance schedules for facilities at 23 locations throughout Orange County. Ms- Rena Krystle A team of architects and engineers visited each identified harbor, beach, or Orange County park property to evaluate the general condition of building(s), outdoor facilities, 300 North Flower Street, playfieldslball fields, support buildings, and shelters, and reviewed available Room 838 Cconstruction documents to familiarize themselves with the in-place construction Santa An a -5 927031 (714) 834-5641 systems, life safety, mechanical, electrical and plumbing systems, and general E: Rena.Krystle@rdmd.ocgov., built environment. The EMG team performed a specific ADA assessment on corn county owned properties in order to prioritize accessibility concerns within the capital plan. We assessed marinas, maintenance buildings, sanitation and water 1 systems, restrooms and showers, picnic shelters, bridges, play areas, and trails. EMG completed the assessment intoAssetCALCTM,our capital asset management software.After this data was populated into AssetCALCTM, the database grouped deficiencies into major priority categories.The database enabled the client to run searches and reports based on the requirement category, cost threshold, priority level, and system type. We also provided a written analysis by property including a detailed description of each asset at each location. Each report was organized by building system and included a narrative description of all building systems and components followed by observations and a comments section. Each report included a detailed discussion of current, anticipated repairs, deficiencies and a discussion of any applicable options for repair or maintenance of building components. These deficiencies were summarized in a capital needs analysis table included in each report. INFRASTRUCTURE EXPERIENCE EMG has brought Kitchell onto our team to perform the Infrastructure Assessments and Capital Plan. Kitchell has been assisting clients with infrastructure solutions since 1950. EMG and Kitchell have worked together on previous projects. Kitchell Experience with Facility Assessments Kitchell has been providing facility assessments for over twenty years and have completed assessments on over 230 million square feet in that time. In recent years, we have provided similar services for the following: • City of Berkeley • City of Brisbane • City of Palo Alto • City of Redding • City of Sacramento • City of San Jose • County of Tulare • County of Solano • County of Santa Clara • County of Sacramento • California Department of Corrections • California Department of General Services • California Department of Mental Health We are also currently providing similar services for the Cities of San Diego, Stockton, Davis and Walnut Creek, and the Counties of San Diego and Monterey. Kitchell Organizational Stability & Strength Kitchell holds a 5A-2 Dunn & Bradstreet rating.We have achieved consistent profitability and financial growth. In 2014, our revenues exceeded $598 million. Currently, we have nearly$850 million in program management, agency construction management, construction management at risk and design-build volume under contract. Included on the following page is Kitchell's organizational sheet. C KITCHELL TOTAL BUILDING SOLUTIONS Kitchell was established in 1950 with the purpose of providing construction management and general contracting services in the Western United States.As the construction industry grew,Kitchell recognized the need for improved,flexible methods for meeting construction challenges.The firm's innovations in management and its reliability in delivering projects on time and within—or under—budget soon earned us a reputation for superior performance. Kitchell has completed over$43 billion in public works construction representing more than 2,400 public sector projects,over 1,200 of which have been in California.These projects include courts,municipal office facilities,parking structures,K-12 schools and higher education facilities,civic centers,detention and criminal justice,healthcare,sport complexes,police and fire stations,and performing arts centers. In the A/E/C industry,Kitchell is known primarily as a construction management firm,but unlike most CM firms we have a full in- house Engineering and Architectural Services Department comprised of licensed architects and engineers,as well as qualified and experienced quality control specialists,estimators,schedulers,mission critical facility experts,commissioning professionals,BIM technicians,facilities maintenance personnel and other specialized consultants needed to professionally and successfully address your needs for the project. This group of highly experience and licensed professionals knows the unique demands placed on facility owners and operators.Our team has developed a focus on servicing building owners with significant portfolios.We rely on our deep and diverse expertise in all building types to build relationships and provide value to our clients.Following is a in depth list of the services Kitchell provides to our clients: Program&Construction Management Claims Avoidance&Analysis • Architectural Programming Construction Management at Risk A/E Selection • Value Engineering Design-build Interim Housing/Phasing •Design/Constructability/Code Review Lease-leaseback Facility Management . Site Evaluation&Planning Staff Augmentation Communications/Public Relations • Building Condition Studies Multiple Prime Building Information Modeling(BIM) • Energy&Life Cycle Analysis Public-private Partnership Development of Contracts& • FF&E Planning&Procurement Program Implementation Planning Specifications Design Electronic Project Development Electronic Document Management • Fiscal Strategies Systems • LEED Documentation& State&Local Agency Coordination Move Management Commissioning Estimating&Scheduling Quality Assurance&Control •Storm Water Pollution Prevention Space/Design/Document Standards Plan Engineering/Architectural Services: Development of Contracts& • Facilities&Needs Assessments Specifications • Master Planning Bidding/Contractor Selection .• r • sir, Air if A ri - 010 ,, ‘11111M' Ar_AINIIIMIlmmur 0 - . ' 1 ). • ! N. STAFF ... _ ,. ., ___ ,_ , . _____ 2 ______ ___ ____ ...... ,.. .4, . : . e ffi t N.'t I'LI 11 \47 T -- .1' . .....- 4 0,t" .34 ,i .,' „. i, . 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City of South San Francisco, Orange Park Recreation Center Facility Condition Assessment&Life Cycle Cost Analysis 6 KEY STAFF ManagementTeam EMG's Management Team consists of a Project Executive to oversee all contractual components of the project; a Program Manager to oversee the entire Project Team for the duration of the project and to serve as the main point of contact for the City of Palm Desert; and a Quality Assurance Manager to manage the quality control of the project. ORGANIZATION CHART 0 1 sert DICity REC ofTOR OFPalm OPER DeATIONS Erik lfer ., _____i PROJECTPi EXECUTIVE/ CONTRACTING OFFICER 4 Mark Surdam, RA PROGRAM MANAGER _0_____ Matt Anderson, RA QUALITY ASSURANCE MANAGER f ! 1 Facility Assessments Infrastructure ValentinTinajero,PE 1111 ~Heather Brown,PE,LEED AP,CPMP Djahan Nabili Matt Johnson,PE,°SDIP Rhaskar Ale,CEM,LEED AP Danny yang,SE Kay van der Have,RA Joshua Dey,PE,QSD/P Lowell Chapman Shane Murphy Jason Santiago Erik Piller - Project Executive As a Senior Vice President,Western Region of EMG and Project Executive to this project, Mr. Piller is responsible for overseeing all contractual aspects of the project and will be available to meet with the City of Palm Desert for the duration of the project on an as-needed basis. He will have primary responsibility for defining the scope of engagement, and will meet regularly with EMG's Program Manager and Assessment Team to assure that the City's needs are being met, and that the project is adequately staffed, running smoothly, and on schedule. Mark Surdam, RA - Program Manager Mr. Surdam will manage the Assessment Team and will meet with the Authority on an agreed-upon basis to ensure project success. Mr. Surdam will be accountable for the overall EMG Team performance and will be re- sponsible for delivering the assessment results, and for working with City of PalmDesert Staff to develop the implementation plan based on the results. He will have full responsibility for the delivery of the overall project. Matt Anderson, RA - Quality Assurance Manager Mr.Anderson will oversee the project, assuring technical, process, and content quality. He will have direct man- agement responsibility for all technical personnel, which will allow for quick and effective implementation of quality assurance measures both at inception and throughout the duration of the project. EMGTeam Role Yrs Exp. Erik Piller Project Executive 14 Mark Surdam, IRA Program Manager 40 Matt Anderson, RA QA/QC Manager 39 Valentin Tinajero, PE Assessment Team 10 Dhajan Nabili Assessment Team 41 Bhaskar Ale, CEM, LEED AP Assessment Team 9 Kay van der Have, RA AssessmentTeam 31 Lowell Chapman Assessment Team 14 Jason Santiago Assessment Team 4 KitchellTeam Role Yrs Exp. Heather Brown, PE, LEED AP CPMP Principal-in-Charge 19 Matt Johnson, PE, QSD/P Project Manager 12 Danny yang, SE Structural Assessments 19 Joshua Dey, PE, QSD/P Civil Assessments 15 Shane Murphy Civil Assessments 2 I Erik Piller PROJECT EXECUTIVE / CONTRACTING OFFICER eaill:Erik Piller is a Senior Vice President at EMG with 14 years of extensive experience in client coordination of assessment, architectural-engineering, energy consulting, and construction phase services for Government and Private Sec-for clients. He has been involved with numerous projects of similar scope to the pro- NE: 2002 posed project. He has a proven record of bringing projects in ❑n time and on budget. EMG: 2013 RELEVANT EXPERIENCE INDUSTRY City of Orange, Facility Condition Assessment and ADATransition Plan--CA EXPERIENGovernment City of Ambrose Parks District, Facility Condition Assessment/ADA— Baypoint, CA Parks/Rec City of Poway, Facility Condition Assessment—CA Education Industrial Truckee/ Donner Parks and Recreation, Facility Condition Assess I Energy Audit— Office CA Retail City of Brea, Parks Assessment— CA Hospitality Housing City of Huntington Beach, Facility Condition Assessment—CA San Jose City College, Comprehensive Roofing Assessment—CA San Jose Evergreen Community College District, Facility Condition Assessment— CA City of South San Francisco, Facility Condition Assessment—CA San Francisco MTA, Facility Condition Assessment- CA County of Solano, Facility Condition Assessment-CA (in progress) :I.ND.USTRYTENUR.E County of Monterey, Facility Condition Assessment- CA City of Goleta, Facility Condition Assessment-CA City of Novato— Fire District, Facility Condition Assessments—CA County of Kern, Facility Condition Assessment—CA City of Laguna Hills, Facility Condition Assessment/ Reserve Study—CA County of Los Angeles (CDC), Physical Needs Assessments I Energy Audits—CA State of California DGS, Facility Condition Assessment (58 Buildings) including: • Van Nuys State Building • Ronald Reagan State Building, LA • Junipero Serra Office Building, LA • Santa Ana State Building City of Los Angeles (Housing), Physical Needs Assessments—CA City of San Jose, Environmental Services Building—CA County of San Mateo, Facility Condition Assessment—CA City of Fresno, Facility Condition Assessment--CA San Manuel Band of Mission Indians, Facility Condition Assessment—CA State of New Mexico, Facility Condition Assessment—Statewide Evergreen USD, Facility Condition Assessment and Energy Audit (Prop 39)—CA Manhattan Beach USD, Facility Condition Assessment and Energy Audit (Prop 39)— CA Mark Surdam, RA PROJECT MANAGER tppgj Mark Surdam is a licensed architect. He has been with EMG since 2014. Mr. Surdam supervises teams of architects and engineers conducting Building Inspections, Property Condition Assessments, cost estimating, Government INDUSTRYTENURE programs, and an array of other services. He brings to EMG a proven record NE: 1976 of project management and the ability to provide clients with a wide array of EMG: 2014 services. EDUCATION Bachelor of Architecture, RELEVANT EXPERIENCE Architecture, University of City of Brea, Parks Assessment—CA Southern California, 1976. City of Orange, Facility Condition Assessment and ADA Transition Plan—CA Truckee Donner Recreation and Park District, Facility Condition Assessment— LICENSES CA Registered Architect, City of Huntington Beach, Facility Condition Assessment—CA California, (#26835). City of South San Francisco, Facility Condition Assessment—CA City of Fresno, Facility Condition Assessment—CA City of Concord, Facility Condition Assessment—CA City of San Ramon, Facility Condition Assessment—CA Napa County, Facility Condition Assessment—CA City of San Leandro, Facility Condition Assessment—CA City of Laguna Hills, Facility Reserve Study—CA Solano County, Facility Condition Assessment—CA City of Salem, Green Physical Needs Assessment— OR City of Quincy, Facility Condition Assessment—WA Metropolitan Water District of Southern California, Facility Condition Assessment—CA Solano County, Facility Condition Assessment—CA City of Ellensburg, Facility Condition Assessment—WA Alliance for College-Ready Public Schools, Facility Condition Assessment—CA San Jose Evergreen Community College District, Facility Condition Assessment —CA State of California, Facility Condition Assessment/Long Range Planning— CA Cordillera Metro District, Facility Condition Assessment—CO Napa County, Facility Condition Assessment—CA City of Quincy, Facility Condition Assessment—WA Matt Anderson, RA eurnig QUALITY ASSURANCE MANAGER RELEVANT EXPERIENCE City of Poway, Facility Condition Assessment-CA INDUSTRYTENURE Boulder Housing Partners, RAD PCA—CO 'ESE 1992 EMG: 1998 University of New Mexico- Student Housing - PCA City of South San Francisco, Facility Condition Assessment—CA EDUCATION City of Novato Fire District, Facility Condition Assessments—CA Bachelor of Architecture, California Polytechnic State City of Goleta, Facility Condition Assessment — CA University, 1982 City of Monterey, Facility Condition Assessment—CA City of Fresno, Facility Condition Assessment—CA Denmark's International Sacramento Municipal Utility District, Physical Needs Assessment—CA Studies Program, Copenhagen, Denmark. State of California DOS, Facility Condition Assessment (58 Buildings)—CA 1981 San Diego County, Facility Condition Assessment- CA City of Casa Grande, Facility Condition Assessment and Energy Audit—AZ LICENSES Registered Architect, Bureau of Indian Affairs, Facility Condition Assessment— Nationwide including California, (#15753). CA State of California DGS, Facility Condition Assessment— Statewide County of Kern, Facility Condition Assessment— CA Montebello Bus Lines, Facility Condition Assessment—CA San Manuel Band of Mission Indians, Facility Condition Assessment—CA San Jose Evergreen Community College District, Facility Condition Assessment —CA Evergreen USD, Facility Condition Assessment and Energy Audit (Prop 39)—CA Alliance College-Ready Charter Schools, Facility Condition Assessment—CA San Jose City College, Roof Assessment—CA University of California at Riverside, Facility Condition Assessment—CA Sandoval County, Facility Condition Assessment—NM University of New Mexico, Facility Condition Assessment—NM State of New Mexico, Facility Condition Assessment— NM Mt. Hood Community College, Facility Condition Assessment— OR Western Nebraska Community College, Facility Condition Assessment— NE Central Oregon Community College, Facility Condition Assessment—OR Capital Region Education Council, Facility Condition Assessment—CT Stamford Public Schools, Facility Condition Assessment—CT Valentin Tinajero, PE ASSESSMENT TEAM !mg RELEVANT EXPERIENCE City of Brea, Parks Assessment—CA INDUSTRYTENURE Truckee Donner Recreation District, Facility Condition Assessment—CA NE: 2006 City of Poway, Facility Condition Assessment—CA EMG: 2015 Socorro County, Facility Condition Assessment—CA EDUCATION City of Huntington Beach, Facility Condition Assessment—CA Bachelor of Science, Mechanic& Engineering, Solano County, Facility Condition Assessment—CA Princeton University, 2006. Victor Valley Transit Authority, Facility Reserve Study—CA Clarke County Schools, Building Condition Assessment— GA LICENSES San Jose Evergreen Community College District, Facility Condition Professional Engineer, California (#35959), Assessment—CA Sound Transit, Property Condition Assessment—CA Palos Verdes Peninsula Unified School District, Facilities Master Plan —CA Conejo Valley Schools, Facility Condition Assessment—CA Mount Vernon School District, Energy Audit— NY Bhaskar Ale, DEM, LEED AP ry � ASSESSMENTTEAM LEAD RELEVANT EXPERIENCE Truckee Donner Recreation and Park District—CA INDUSTRYTENURE NE: 2007 State of California DGS, Facility Condition Assessment— Statewide EMG: 2014 City of South San Francisco, Facility Condition Assessment— CA EDUCATION County of Solano, Facility Condition Assessment— CA (in progress) Masters, Mechanical City of Monterey, Facility Condition Assessment—CA Engineering, University of Rhode Island, RI, 2011 City of Fresno, Facility Condition Assessment—CA Bureau of Indian Affairs, Facility Condition Assessment—CA Bachelors of Science, Mechanical Engineering, Los Angeles Unified School District, Facility Condition Assessment—CA Institute of Engineering, State of Vermont, Facility Condition Assessment—VT Nepal, 2007 Conejo Valley Schools, Facility Condition Assessment—CA Note: Local Lead Assessor, City of Columbus, Facility Condition Assessment— OH Lives in San Jose San Jose Evergreen Community College District, Facility Condition Assessment—CA State of California, Facility Condition Assessment/ Long Range Planning — CA Kay van der Have, RA eiMig . ASSESSMENTTEAM RELEVANT EXPERIENCE INDUSTRYTENURE San Jose Evergreen Community College District, Facility Condition Assessment NE: 1985 —CA EMG: 2010 County of Kern, Facility Condition Assessment—CA EDUCATION Bachelor of Architecture, State of California, Facility Condition Assessment—Statewide Architecture, University of City of South San Francisco, Facility Condition Assessment—CA Minnesota, 1977. GM Ambrose Recreation & Park District, Facilities Master Plan &ADA Transition Bachelor of Arts, Political Plan —CA Science, University of Minnesota, 1978. San Francisco Metropolitan Transit Authority, Facility Condition Assessment— ICA LICENSES County of Solana, Facility Condition Assessment—CA Registered Architect, Mt. Hood Community College, Facility Condition Assessment— OR California (#C23054) 1 Central Oregon Community College, Facility Condition Assessment—OR Djahan Nabili eang ASSESSMENTTEAM RELEVANT EXPERIENCE INDUSTRYTENURE 1 San Jose Evergreen Community College District, Facility Condition NE: 1975 Assessment—CA EMG: 2014 City of South San Francisco, Facility Condition Assessment—CA EDUCATION 10 City of Monterey, Facility Condition Assessment—CA Master of Science, Civil/ City of Fresno, Facility Condition Assessment—CA N rn n eng, Noor rthhee ass tern Univversity, State of California DGS, Facility Condition Assessment—Statewide 1991. County of Kern, Facility Condition Assessment—CA Bachelor of Science, Civil: Engineering, Northeastern. Truckee Donner Recreation and Park District—CA University, 1980. County of Solana, Facility Condition Assessment—CA (in progress) Bachelor of Science, , San Francisco Metropolitan Transit Authority, Facility Condition Assessment Architectural Engineering, —CA 1975. Bureau of Indian Affairs, Facility Condition Assessment— Nationwide including CA Los Angeles Unified School District, Facility Condition Assessment—CA SoundTransit, Facility Condition Assessment—WA Lowell Chapman ASSESSMENTTEAM eatigj RELEVANT EXPERIENCE INDUSTRYTENURE City of Orange, Facility Condition Assessment and ADATransition Plan —CA NE: 2002 City of Poway, Facility Condition Assessment—CA EMG: 2014 City of South San Francisco, Facility Condition Assessment—CA EDUCATION Bachelor of Science, State of California, Facility Condition Assessment--Statewide Environmental Studies, County of Kern, Facility Condition Assessment—CA Florida State University, City of Monterey, Building Condition Assessment— CA 2002. Solano County, Facility Condition Assessment—CA City of Linden, Facility Condition Assessment—NJ Surry County, Facility Condition Assessment— NC Sumter County, Facility Condition Assessment— FL Town of Hull, Facility Condition Assessment—MA Town of Mansfield, Facility Condition Assessment and Energy Audit—CT Rhode Island Department of Administrative Services, Facility Condition Assessment— RI Jason Santiago -- ASSESSMENTTEAM (Etig) RELEVANT EXPERIENCE San Jose Evergreen Community College District, Facility Condition Assessment INDUSTRYTENURE —CA NE: 2012 Ambrose Recreation atParks District, Facility Condition Assessment—CA EMG: 2015 City of Orange, Facility Condition Assessment—CA EDUCATION City of Fresno, Facility Condition Assessment—CA Bachelors of Science, Mechanical Engineering, City of Monterey, Facility Condition Assessment—CA Institute of Engineering, Solano County, Facility Condition Assessment—CA Nepal, 200 Bachelor of Science, Mechanical Housing Authority of the County of Merced, Physical Needs Assessment— CA Engineering, Santa Clara Facility Dude-YMCA, Facility Condition Assessment—CA University, 2012 State of New Mexico, Facility Condition Assessment—NM Grant County, Facility Condition Assessment & Inventory—WA Bremerton Housing Authority, Physical Needs Assessment—WA Grant County, Facility Condition Assessment—WA SoundTransit, Facility Condition Assessment—WA Heather Brown, PE, LEED AP, CPMP Principal-in-Charge I Kitchell Heather is an accomplished mechanical engineer with 19 years of experience in her field. • She is highly skilled in collaborating with architectural and engineering team members,as f • • { well as interfacing effectively with both public and private sector clients.Her professional 11,417 qualifications include mechanical and plumbing design,assessing and renovating both s ' HVAC and plumbing systems,preparing calculations,code and access compliance, constructability reviews,life cycle studies,value engineering,energy studies,specifications Education development,facility and needs assessments,master planning and construction inspections. MBA,Finance,California State University,Sacramento Relevant Experience BS,Mechanical Engineering, City of San Diego,As-Needed Facility Condition Assessments Task Order#1 &2,San University of Portland Diego,CA:A Citywide assessment of 75 developed parks and approximately 800 acres of open space. LICENSES&CERTIFICATIONS City of Brisbane,Facility Condition Assessments,Brisbane,CA:A facility assessment Mechanical Engineer#M31667, of 19 buildings,their systems,and major components to assist the City with strategic CA financial budgeting and planning.Scope included onsite inspections,documentation of Commissioning Process system deficiencies,and production of a detailed report summarizing the results of the Management Professional assessments. LEED Accredited Professional City of Stockton Facilities Condition Assessment,Stockton,CA:Assessments of approximately 120 buildings/structures totaling approximately 837,000 SF.The inventory includes municipal government,general office,emergency services,community center, library,park,civic center,industrial,and corporation yard facilities. City of Davis,Building and Parks Facilities Assessment,Davis,CA:A Citywide,long-range facility maintenance plan,covering the next 30 year period for 111 City facilities and the next 20 year period for 221 acres of park spaces. City of Palo Alto Facilities Assessments,Palo Alto,CA:Facilities assessment to assist in preparing a 5 year Capital Improvement Plan.Kitchell surveyed and documented the condition of 93 buildings totaling over 1,500,000 SF.The scope included costing and prioritizing significant deficiencies.A total of over 650 significant deficiencies with a value of over$45,000,000 were identified. City of Berkeley,Inspection and Assessment of City-Owned Facilities,Berkeley,CA:A City-wide,long-range facility maintenance plan,covering the next 20 year period,for 120 City-owned facilities. County of Monterey,Facility Condition Assessments,Monterey County,CA:Oversight of the inventory of approximately 73 County facilities and related structures to assess the need for immediate repairs,preventative maintenance,deferred maintenance backlog and capital replacement as part of a comprehensive asset management plan which will assist the County in developing future budgets. County of San Diego,Parks Facility Condition Assessment,San Diego,CA:Assessments of up to 88 County parks.Scope of work included review of assets,assessing condition and providing remaining useful life calculations for use in long-term capital planning and preventive maintenance plans. Matt Johnson, PE, QSD/P . Project Manager Kitchell • Matt brings 12 years of experience in civil engineering.Matt's experience includes the ' "I design of transportation and land development projects(commercial,residential and i industrial sites)as well as review of existing infrastructure systems for improvements. . Additionally,Matt is a certified Caltrans SWPPP Preparer. Relevant Experience EDUCATION City of Anaheim,Ponderosa Park,Anaheim,CA:A$12 million redevelopment of Ponderosa BS,Civil and Environmental Park and Family Resource Center.The remodel includes an 18,636 SF facility with a new gym Engineering,University of and family resource center,and a 3,747 SF outdoor playground,skate park and water play California,Davis area. LICENSES&CERTIFICATIONS City of Anaheim,Miraloma Park&Community Center,Anaheim,CA:The renovation of a Civil Engineer#C77287,CA 4,181 SF existing building with a 287 SF addition.Acted as the Qualified SWPPP Practitioner (QSP)for stormwater inspections.Also provided on-site training to two City staff to act as Qualified SWPPP Developer/ QSP's on Kitchell's behalf.Monitored construction and weekly QSP reports to ensure the site Practitioner was in compliance with the SWPPP and the California General Permit. City of Davis,Building and Parks Facilities Assessment,Davis,CA:A Citywide,long-range facility maintenance plan,covering the next 30 year period for 111 City facilities and the next 20 year period for 221 acres of park spaces. County of Monterey,Facility Condition Assessments,Monterey County,CA:Oversight of the inventory of approximately 73 County facilities and related structures to assess the need for immediate repairs,preventative maintenance,deferred maintenance backlog and capital replacement as part of a comprehensive asset management plan which will assist the County in developing future budgets. County of San Diego,Facility Condition Assessment Services,San Diego,CA:Assessments of up to 600 facilities over a six-year period.Scope of work included review of assets, assessing condition and providing remaining useful life calculations for use in long-term capital planning and preventive maintenance plans. County of San Diego,Parks Facility Condition Assessment,San Diego,CA:Assessments of up to 88 County parks.Scope of work included review of assets,assessing condition and providing remaining useful life calculations for use in long-term capita!planning and preventive maintenance plans. Solana County,As-Needed Professional and Ancillary Services,Fairfield,CA:As- needed professional and ancillary technical support services including facility condition assessments and master planning on multiple projects. City of San Diego,As-Needed Facility Condition Assessments Task Order#1 &2,San Diego,CA:A Citywide assessment of 75 developed parks and approximately 800 acres of open space. Marin Municipal Water District,Assessment and Maintenance Analysis,San Rafael, CA:A comprehensive building assessment and maintenance analysis of the 30,000 SF Administration building,3,015 SF Corporation Yard Office building,and the 11,665 SF Warehouse building. Danny Vang, SE • Structural Assessments Kitchell Danny brings more than 18 years of experience in the structural design of buildings,bridges 1: and other structures.He also has over 10 years of experience with DSA and OSHPD projects and is proficient in both MicroStation and AutoCAD,as well as many structural engineering software. Relevant Experience EDUCATION City of Davis,Building and Parks Facilities Assessment,Davis,CA:A Citywide,long-range BS,Civil and Environmental facility maintenance plan,covering the next 30 year period for 111 City facilities and the next Engineering,University of 20 year period for 221 acres of park spaces. California,Davis City of Anaheim,Civic Center Structural Peer Review,Anaheim,CA:Structural peer LICENSES &CERTIFICATIONS review and constructability review of a seismic evaluation,analysis and retrofit for City Hall Structural Engineer#56143,CA Complex which includes four buildings. Civil Engineer#C60613,CA City of Visalia,Animal Control Facility,Visalia,CA:A new primary building which will replace the existing facility,site development including parking,an outdoor holding area and road improvements. The primary building includes offices,lobby areas,staff work areas, built-in indoor/outdoor dog kennels and rooms dedicated to supply and cat holding cages. County of Monterey,Facility Condition Assessments,Monterey County,CA:Oversight of the inventory of approximately 73 County facilities and related structures to assess the need for immediate repairs,preventative maintenance,deferred maintenance backlog and capital replacement as part of a comprehensive asset management plan which will assist the County in developing future budgets. Sacramento County,Gordon Schaber Courthouse Assessment,Sacramento,CA:A comprehensive building assessment,seismic evaluation and rehabilitation of this 291,000 SF,six-story courthouse.Evaluated the existing conditions and identified deficiencies and recommended improvements to keep the building fully functional. Solana County,Earthquake Damage Repair,Fairfield,CA:A safety assessment of 14 County-owned buildings'infrastructure,damaged conditions,and to identify any items needing immediate corrective action and repair work due to the 2014 earthquake. Solana County,Lake Solana Park Stair Replacement,Winters,CA:Design and construction administration services for the demolition and replacement of three existing staircases from the parking lots to the park area. Project includes civil grading plans,architectural stair plans and handrail sections and details,and structural drawings showing concrete retaining wall and stair construction. Marin Municipal Water District,Assessment and Maintenance Analysis,San Rafael, CA:A comprehensive building assessment and maintenance analysis of the 30,000 SF Administration building,3,015 SF Corporation Yard Office building,and the 11,665 SF Warehouse building. Department of General Services(DGS),Napa State Hospital Seismic Earthquake Assessments,Napa,CA:An assessment of damage caused by the 2014 South Napa earthquake.Performed field evaluations of the buildings,systems,and major components, including 130 buildings,3 lakes,2 dams,a water tank,campus-wide water system,campus- wide storm drain system,hot water/cold water return,and the sewer system. Joshua Dey, PE, QSD/P Civil Assessments Kitchell Josh has 15 years of experience in the field of civil engineering.His experience includes work with Caltrans,UDOT,LACMTA,LAWA,Oakland International Airport and Salt Lake City International Airport.He is experienced in the civil design of interchanges,runways,aprons, taxiways,and parking structures.He is an experienced engineer who brings a high level of eve enthusiasm and energy to any project. EDUCATION Relevant Experience BS,Civil Engineering,Brigham Solana County,Lake 5olano Park Stair Replacement,Winters,CA:Design and construction Young University administration services for the demolition and replacement of three existing staircases from LICENSES&CERTIFICATIONS the parking lots to the park area. Project includes civil grading plans,architectural stair plans and handrail sections and details,and structural drawings showing concrete retaining Civil Engineer#C74970,CA wall and stair construction. Qualified SWPPP Developer/ Solano County,Fouts Spring Youth Facilty Decommissioning,Stonyford,CA: Practitioner Decommissioning and demolition of existing structures and facilities at the Fouts Springs Boys Camp. Prepared construction demotion drawings and specifications to demolish approximately 60,000 SF of structures;civil and power infrastructures;and the site- restoration and re-vegetation of all affected areas. Special requirements were incorporated to meet US Forest Service requirements. Solano County,SB 1022 Classroom&Vocational Training Center,Fairfield,CA:Design services for the addition of two pre-engineered buildings and site improvements to the existing Claybank Adult Detention Facility.The new facilities will augment existing program space at the Claybank campus to provide complete array of rehabilitation/reentry programs provided by Solana County to adult offenders. LAWA(Los Angeles World Airports)Airport Layout Plan and Airports GIS,Los Angeles, CA:Served as Staff Civil Engineer.Duties included meeting with airport officials at Los Angeles International Airport and Ontario International Airport to determine the exact needs and expectations of these airports and to help them understand the methods to be used by HNTB to achieve the client's desired results.This project involved the update of the Airport Layout Plans(ALP)and Exhibit"A"property maps for Los Angeles International Airport(LAX),LA/Ontario International Airport(ONT),and Van Nuys Airport(VNY).The LAX and VNY projects were surveyed to meet FAA Advisory Circular 150/5300-16A, 17C,and 18B standards for the Airports Gi5 Program.(work performed prior to Joining Kitchell) San Diego International Airport Terminal 2 West Building and Airside Expansion,San Diego,CA:Served as Staff Civil Engineer.Duties included utilization of Civil 3D software to model existing and proposed utilities and the use of Aeroturn software to determine the proper location of taxiway centerlines and parking locations for aircraft.The expansion consisted of 430,000 SF of new public and non-public areas,providing 10 additional contact aircraft gates,while the airside pavement expansion will incorporate an area of 1.5 million SF,including aircraft parking,aprons,taxiways,and taxi lanes.(work performed prior to joining Kitchell) Shane Murphy 4&„. Civil Assessments f Kitchell it 7: • Shane has two years of experience in the construction industry,primarily assisting professional engineers with facility assessments and GIS mapping for nonresidential buildings.His additional experience includes assisting clients by ensuring buildings meet current LEED standards for nonresidential buildings.Shane is proficient in the use of Microsoft Word,Microsoft Excel,AutoCAD,and ArcGIS. EDUCATION Relevant Experience BS,Civil Engineering,California City of San Diego,As-Needed Facility Condition Assessments Task Order#1 &2,San State University,Sacramento Diego,CA:A Citywide assessment of 75 developed parks and approximately 800 acres of open space. City of Davis,Building and Parks Facilities Assessment,Davis,CA:A Citywide,long-range facility maintenance plan,covering the next 30 year period for 111 City facilities and the next 20 year period for 221 acres of park spaces. County of Monterey,Facility Condition Assessments,Monterey County,CA:Oversight of the inventory of approximately 73 County facilities and related structures to assess the need for immediate repairs,preventative maintenance,deferred maintenance backlog and capital replacement as part of a comprehensive asset management plan which will assist the County in developing future budgets. County of San Diego,Facility Condition Assessment Services,San Diego,CA:Assessments of up to 600 facilities over a six-year period.Scope of work included review of assets, assessing condition and providing remaining useful life calculations for use in long-term capital planning and preventive maintenance plans. County of San Diego,Parks Facility Condition Assessment,San Diego,CA:Assessments of up to 88 County parks.Scope of work included review of assets,assessing condition and providing remaining useful life calculations for use in long-term capital planning and preventive maintenance plans. 5olano County,As-Needed Professional and Ancillary Services,Fairfield,CA:As- needed professional and ancillary technical support services including facility condition assessments and master planning on multiple projects. University of California Davis,Classroom and Recital Hall,Davis,CA:A new$15 million, 18,000 SF facility which provides much-needed instructional space as well as a world-class performance venue with a 5,000 SF concert space,accommodating 399 patrons.The project also includes a lobby,outdoor courtyard,green room,studio teaching spaces and practice rooms,a recording studio and storage space for instruments. -, . .. ... ._,„,...,..,.;,.,.. .,. ..i.:,A7.. :•.••••,•'..- • .:• .:....1:::'...Z-.....:...:,4,....'.: `,M. ...,.f.. •`•••• . • ' ••••••........., ••• .• . r.........r.-.•- ... . ....• :.i.......:',.:::..?.:,:•.:::..'r:.•':::.7.. ..--,':.-',,i..4:1..2..•: .:.-:1 •..,:.- ?.f.i......!,..• .• . .....:., ....,..„....:J.,......;E-,..:1,;....,,?..„,..,...!,..s.:....,..,.,...............!,......„ .:•::.:.,t,h.... . k., ....•.•;••,!....;..:,•lt.i.,24:&77.;1:: •::!.. ..;.7.:H.41-A'zt.. .:!:..`•••:$;....:•:.;; .'J'..'.:.;;4:4•:',7•:....'....r:v.:••:••••:•••••'..-:':-..."-:n':.t.*••••:....-...r.• ;::....:t*,7•4..!:E/;.-•,.. •: .::-:::•Iii:';. ...7 .•:.°.4-4' • • t':. • ::•:...-.: • •••-.•- ••'• .• • " .••:!••'-;:j4;:-!•-•:•..!.:.....i..::••,.::...,:.•:..... .:•;...;,.y-rq...A,t.' ,...:• • ...-........,...::. •A-1 '• :•:...."'!-1 .-'!:,.;„...-. .1..,....,,.:,...-,;:i;.--,',.g--....:- •,f,:....,-•:•-•:-.1!:••••r. • :•,......:•:.i.,7......,...A:.... ••••'::::-:.•r- :,..L4 :;-4:-'.r.h.,-...--,'•-•:•:- • -••!...;•.•,-.,::_.. pr.,:.,:?::.•••r•• .••::::: :.•;zi:::.:1:'-• '...,•••••....;:.4H1',•!•':::;••••••" ••:4:. .,.r.4., . - • ....,:,.-": •• :,....0,:::•-...:;,.:.. ••....:. ....: N..-A, ,.. . . ••":7:.•::•:•..;:•.':.r.:;'?••••-: :...., 'N,:•:::E-0:' .. :4, . • :, •••7ie: .. • r:•:np.t.t.,-., .• ••.::•:...-...........:=:::,•-,z•. " *--• ..,,:.:,...• •.i.......,.. ......:... ....,.. I.,.„-• •- 74,IN•• • .••••-•.7'...-;;-.:',I(....•: • .....: .. ..•.-:„. .,: •:,,.:*,•••-•-•-'"'•z' ' " - .. :••••.,.. ..i;:•;'4•••••). •• •:•-• --4•••1",'4•;.i4.: • •• 11 ..,.....,-. — • , - :••••••:• -ri•4'.••: . •••••••-:.,,•e•:••.--. N PROJECT ApialitoAC r ,..„..... .. ...., .. 3 ..... .. ..r _. .- •ii:. li Truckee Donner Recreation and Park District Facility Condition Assessment ....-........_—_im—.,.. ....L PROJECT APPROACH project needs. This will permit the opportunity to QUALIFIED LOCALTEAM proactively address challenges encountered, so that EMG will be managing this project from its local office course adjustments may be made. Each meeting in Laguna Hills. We will be utilizing qualified in-house will conclude with task assignments, schedules, and goals to be met. EMG will provide City of Palm Desert personnel to support this project, including registered with a weekly written status report that tracks and architects and licensed engineers, sustainability monitors the progress of the assessments against the professionals, certified energy managers, and cost schedule submitted. EMG has allocated the following estimators. This team has extensive experience in-person meetings: Kick Off Meeting, Pilot Review completing projects similar in nature to that of the City Meeting, and a Final Findings Presentation meeting. of Palm Desert's Fixed Asset Replacement Study.This Any additional in person meetings will be on a time is evidenced in the resumes in Section 2 - Proposed and expense basis. Staffing and Project Organization. Pilot Program PROJECT UNDERSTANDING To begin the work EMG proposes a Pilot Program EMG understands that the Fixed Asset Replacement where we will perform an assessment of a single Reserve Study for the City of Palm Desert will: building and prepare a written Draft Report for review. • Include a comprehensive facility condition A meeting will be held with City of Palm Desert staff to assessment of all buildings, building systems, and review the draft report before assessing the remaining infrastructure. buildings. The assessment team will visit the building to evaluate the general condition of the buildings and • Determine the present condition and estimated site improvements, review available construction life expectancy of various building systems and documents in order to become familiar with, and components. be able to comment on the in-place construction • Result in strategic plan for capital repairs, systems, life safety, mechanical, electrical and lifecycle component replacement, and building plumbing systems, and the general built environment. modernization. • Establish anticipated renewal and replacement The assessment team will conduct a walk-through costs for the various systems and components. survey of the buildings in order to observe building systems and components, identify physical • Identify and document present condition of all deficiencies and formulate recommendations to physical assets including grounds, facilities, and remedy the physical deficiencies. infrastructure. • As a part of the walk-through survey, the • Recommend corrections for all deficiencies and assessment team will survey 100% of each provide cost estimates for corrections. facility's interior and common areas. In addition, • Prioritize and categorize deficient conditions, EMG will survey the exterior and grounds, associated corrective actions, and information including the building exterior, roofs, sidewalk/ concerning building systems and deficiency pavement, and recreational areas as applicable. categories. • The assessment team will interview the building • Calculate the Current Replacement Value (CRV) maintenance staff about the subject property's and Facility Condition Index (FCI) for each facility historical repairs and replacements and their and site. costs, level of preventive maintenance exercised, pending repairs and improvements, and frequency TECHNICAL APPROACH of repairs and replacements. Prior to assessments beginning, EMG will conduct • The assessment team will develop opinions a Kickoff session to review requirements and to based on their site assessment, interviews consolidate exhibits such as drawings and prior with City of Palm Desert's building maintenance completed reports. staff, and interviews with relevant maintenance contractors, municipal authorities, and experience During the term of the project,EMG will conduct regular gained on similar properties previously evaluated. Progress Meetings to maintain open communication The assessment team may also question others with the entire project team and City of Palm Desert. who are knowledgeable of the subject property's In these meetings, EMG will lead with an agenda physical condition and operation or knowledgeable that includes a focus on work plan, schedule, and of similar systems to gain comparative information to use in evaluation of the subject property. doors, and stairways, etc. • The assessment team may review documents • Observe the general conditions and note any and information provided by City of Palm Desert's physical deficiencies identified or any unusual building maintenance staff that could also aid items or conditions observed. Observations may the knowledge of the subject property's physical be subject to grade, accessible balconies, and improvements, extent and type of use, and/ rooftop vantage points. or assist in identifying material discrepancies • Visual inspection of observable areas for cracking between reported information and observed and moisture infiltration as well as areas of conditions. apparent foundation settlement and displacement. SITE ASSESSMENTS • In the event more information or exploratory testing The facility condition assessment will focus on the is required, in order to provide remedial measures, following prime building system components: the report may include recommendation for additional investigative testing (Tier 1 or Tier 2). Site+ Infrastructure Topography: Curtain Wall —As Required • Observe the general topography and note any unusual or problematic features or • Review curtain wall condition and a sampling of conditions observed or reported. fixed panels on facades to assess hardware and Ingress and Egress: Identify the major means visually review exterior conditions and the condition • of access and egress at the subject property. of waterproofing seals, where accessible without Note the locations of the major means of access the use of lifts, ladders, scaffolding, suspension and egress, and note any unusual or restraining devices, or the like; this may include observations conditions observed or reported. from internal and external vantage points, as well as from adjacent structures. Observations • Paving, Curbing, and Parking: Identify the material are limited to grade and may include accessible types of paving and curbing systems at the subject balconies or rooftop vantage points. property. • Review provided drawings and records of repair, • Flatwork: Identify the material flatwork at the replacement, and maintenance of framing and subject property (sidewalks, plazas, patios, etc.). glazing • Landscaping and Appurtenances: Identify the Wall Evaluation material landscaping features, material types of landscaping (fences, retaining walls, etc.), and • Photograph elevations and details both from site appurtenances (irrigation systems, fountains, internal and external vantage points, as well as lighting, signage, ponds, etc.). from adjacent structures where possible. • Recreational Facilities: Identify any material on- • Observe representative operable and fixed panels site recreational facilities such as athletic fields, on all facades, operating a representative sample swimming pools, spas, tennis or basketball of units to assess hardware, and to visually courts, jogging or bicycle paths, etc. Observe the inspect exterior conditions and the condition of general conditions and note any reported physical waterproofing seals. deficiencies or any unusual items or conditions • Assess curtain wall condition to determine water observed or reported. infiltration,damage, caulk degradation, metal panel • Utilities: Identify the type and provider of the degradation, stone degradation and anchoring, material utilities provided to the property (water, and other related curtain wall issues. electricity, natural gas, etc.). EMG will assess condition, physical deficiencies, life cycle repair, Roofing (Non-Invasive Visual) and replacement issues. • Identify the material roof systems including roof type, reported age, slope, drainage, etc. Also Structural Frame+ Building Envelope identify any unusual roofing conditions or rooftop • Identify the material elements of the structural equipment. frame and building envelope, including the • Observe the general conditions of the roof system foundation system, floor framing system, roof such as membranes, attachment methods, framing system, facade or curtain-wall system, flashings, counter flashings, pitch pans, gravel glazing system,exterior sealant,exterior balconies, stops, parapets, miscellaneous appurtenances, insulation, etc. • Identify the material distribution systems (supply • Observe for evidence of material repairs, and return, make-up air, exhaust, etc.) at the significant ponding, or evidence of material roof subject property. leaks. Note if a roof warranty is in effect. Note • Observe the general conditions, identify the any physical deficiencies identified or any unusual reported age of the equipment, note past material items observed or reported. component upgrades/ replacements, note the • Identify the material rooftop equipment or apparent level of maintenance, and identify if a accessories including antennas, lightning maintenance contract is in place (and the name of protection, HVAC equipment, solar equipment, the contractor). If air-conditioning and ventilation etc. Include any material problems reported. systems are not operational at the time of the walk-through survey, provide an opinion of the • Clarification: Walking on pitched roofs or roofs condition to the extent reasonably possible. lacking built-in access are not part of this scope. • Observe the general conditions and note any Plumbing physical deficiencies identified or any unusual • Identify the material plumbing systems at the items or conditions observed. Additionally, include subject property including domestic water supply, any material reported system inadequacies or domestic hot water production, sanitary sewer, or operating deficiencies. any special or unusual plumbing systems (such as • Identify and observe any special or unusual air- water features, grease traps, fuel systems, gas conditioning and ventilation systems or equipment systems, etc.). (cold storage systems, special computer cooling • Identify the type and condition of restroom fixtures, equipment, etc.) and note any material reported drinking fountains and/or other miscellaneous problems or system inadequacies. plumbing equipment. Electrical • Observe the general conditions and note any . Identify the electrical service provided and physical deficiencies identified or any unusual distribution system at the subject property. items or conditions observed. Include any reported Include material switchgear disconnects, circuit material system inadequacies. breakers, transformers, meters, emergency Heating generators, general lighting systems, and other such equipment or systems. • Identify the material heat generating systems at the subject property. • Observe general electrical items such as distribution Observe thegeneral conditions, identifythe panels, type of wiring, energy management • systems, emergency power, lightning protection, reported age of the equipment, note past material etc. component replacements/ upgrades, note the • Observe the general conditions and note any apparent level of maintenance, and identify if a maintenance contract is in place. If heating physical deficiencies identified or any unusual equipment is not operational at the time of the items or conditions observed. Also note the walk-through survey, provide an opinion of the presence of any special or unusual electrical condition to the extent reasonably possible. equipment, systems, or devices at the subject property, and include reported material problems • Identify and observe any special or unusual heating or system inadequacies. systems or equipment present(such as fireplaces, solar heat, etc.) and note any reported material Elevators +Vertical Transportation problems or inadequacies. • Identify the vertical transportation systems at Air-Conditioning +Ventilation the subject property. Include the equipment manufacturer, equipment type, location, number, • Identify the material air-conditioning and ventilation capacity, etc. systems at the subject property. Include material • Observe elevator cabs, finishes, call and equipment such as cooling towers, chillers(include type of refrigerant used), package units, split communication equipment, etc. systems, air handlers, thermal storage equipment, • Identify the company that provides elevator/ etc. escalator maintenance at the subject property. Observe the general conditions and note any physical deficiencies identified or any unusual of Palm Desert may be exposed to issues and items or conditions observed or reported including whether there is the need for further review. any reported material system inadequacies. • EMG uses the BOMAs ADA Compliance checklist. • Out of Scope Issues: Performing any calculations, This review does not constitute a measured study examination of operating system components and a more detailed ADA evaluation or transition such as cables, controller, motors, etc. Entering plan is available as an additional service. elevator/escalator pits or shafts. • EMG will evaluate interior and exterior elements Life Safety + Fire Protection that could present external or internal barriers to accessibility by disabled persons. • EMG will identify the material life safety/fire protection systems at the subject property, Moisture Affected Materials (Mold) including sprinklers and stand pipes (wet or dry), • EMG will perform a limited assessment of fire hydrants, fire alarm systems, water storage, accessible areas of the building(s)for the presence smoke detectors, fire extinguishers, emergency of mold,conditions conducive to mold growth,and/ lighting, stairwell pressurization, smoke or evidence of moisture. We will also interview evacuation, etc. project personnel regarding the presence of • Observe the general conditions and note any any known or suspected mold, elevated relative material physical deficiencies identified or any humidity, water intrusion, or mildew-like odors. unusual items or conditions observed or reported Potentially affected areas will be photographed including any reported system inadequacies. and recommendations for any additional moisture intrusion studies will be made. Interior Elements • EMG will identify common areas, offices, special Park Assessments use areas and building standard finishes, including EMG will conduct the evaluation of park infrastructure flooring, ceilings, walls, etc. Furnishings and including play equipment, paths, pathway lighting, fixed components will be reviewed and included restrooms, irrigation, roads, and parking lots. in the cost estimate tables for replacements. Infrastructure Assessments Additionally, EMG will identify material building Kitchell will follow the non-destructive visual amenities or special features. observation procedures codified in the most recent • Observe the general conditions and note any version of ASTM E2018 to conduct our infrastructure physical deficiencies identified or any unusual field survey. Our survey will be conducted during items or conditions observed or reported. normal business hours. Our team is courteous and Food Service Spaces and Equipment professional. During the infrastructure assessment, we will evaluate the necessary components defined • Assess all Food Service equipment and spaces in the established scope. including kitchen, cafeteria, and dining and serving areas. Food service equipment (fixed equipment) Kitchell will provide a visual, non-destructive will be evaluated for adherence to life/safety code assessment of the City's infrastructure systems.This and ventilation requirements as well for condition visual assessment will include bridges, streets, street and capital replacement. lights/traffic signals, storm drains, catch basins, and bus shelters as specified by the City. Special Systems and Equipment • Include all special systems and equipment, such The assessment of the underground storm drain as Emergency Medical Systems (EMC), chillers, system will involve the inspection of as-built drawings radio towers, equipment lifts, chair lifts, chemical and conversations with City maintenance personnel to storage or treatment areas, storage tanks, determine age and condition of the existing system. dumbwaiters, vaults, public address systems, and telephone systems. A comprehensive study will be developed from the findings of the assessment.The comprehensive study Accessibility Compliance will include: major issues identified, the condition • EMG will provide a general statement of the of the existing infrastructure, recommendations for subject building's compliance to the Americans maintenance and upgrades,development of estimated with Disabilities Act to help identify whether City costs for improvements, and the development of a suggested phasing plan for project implementation. System (up to 6 or 8 levels). RANKING AND CLASSIFICATION COST ESTIMATING Based upon our observations, research and judgment, Each report will include a Capital Needs Analysis along with consulting commonly accepted empirical including an estimated cost for each system or Expected Useful Life (EUL) tables; EMG will render component repair or replacement anticipated during our opinion as to when a system or component will the evaluation term.The report narrative will discuss most probably necessitate replacement. options for repair of the deficiency, and the capital needs analysis will be presented as an Excel-based Accurate historical replacement records provided cost table that includes a summary of the description by the facility manager are typically the best source of each component, the age and estimated remaining for this data. Exposure to the weather elements, useful life,the anticipated year of repair or replacement, initial system quality and installation, extent of use, quantity, unit cost and total cost for the repair of each the quality and amount of preventive maintenance line item. exercised are all factors that impact the effective age of a system or component. As a result, a system or A consolidated Capital Needs Analysis will be component may have an effective age that is greater presented that includes all anticipated capital needs or less than its actual age.The Remaining Useful Life for all buildings. In addition to the detailed description (RUL) of a component or system equals the EUL less of the deficiencies, we will provide cost estimates its effective age. for the deficiencies noted. The cost estimate for capital deficiencies will be based on the estimate The analysis will include all cost observations be for maintenance and repair, but may, at City of Palm ranked by Priority Classes. The five classes below Desert's option, also include project management are typical but can be altered to meet City of Palm costs, construction fees, and design fees. Project Desert's needs: management costs, construction fees, and design fees will be derived using actual costs from previous Priority 1: Currently Critical (Immediate): Requiring projects. After determining these costs, we will immediate action including a cited safety hazard and confirm these costs with City of Palm Desert's staff. areas of accelerated deterioration, returning a building component to normal operation. EMG's cost estimating database is comprised of both Whitestone Research and RS Means data, Priority 2: Potentially Critical (Year 1): Requiring action and further customized with proprietary cost tables in the next year including components experiencing developed by EMG, based on historical and localized intermittent operations, potential life safety issues,and actual costs. EMG maintains and updates our cost rapid deterioration, returning a building component to estimating system with information received from normal operation. the field. Through construction monitoring work, we Priority 3: Necessary — Not Yet Critical (Years 2-3): have current cost data from hundreds of in-progress Requiring appropriate attention to preclude predictable construction and rehabilitation projects. This data deterioration, potential downtime, additional damage, allows us to calculate costs based on local conditions and higher costs to remediation if deferred further. to maintain a cost database that is typically more current than Whitestone Research and RS Means' Priority 4: Recommended (Years 4-5): Representing a models. sensible improvement to the existing conditions (not required for the most basic function of the facility; REPORT DELIVERABLES however, will improve overall usability and/or reduce EMG will provide a report including a description of long-term maintenance costs). each of the building components and systems as described in the approach sections above. Each report Priority 5: Does Not Meet Current Code but is organized by building system and will include digital "Grandfathered": No Action required at this time but photos of major systems and components and of all should substantial work be undertaken correction deficiencies identified. Reports will include discussion would be required. of current and anticipated repairs and deficiencies, and applicable options for repair or maintenance of The deficiencies observed will be classified into building components. categories such as those below using the Uniformat The Capital Needs analysis will include a cost database analysis. sorted by building system and ranked by priority for • Facility Condition Index (FCI) number for the repair. The format of the database will allow for the building. customization of reporting by building, by system, or by priority for repair, and a year-by-year analysis of EMG will provide draft reports electronically via an capital needs. Adobe Acrobat PDF EMG can deliver bound hard copy final reports (per the contract requirements) and CDs Areportwillbegeneratedforeachbuildingthatincludes with complete reports on each. All electronic copies discussion of recommended repairs and component of the report will include all text, deficiency tables, life cycle replacements. A Facility Condition Index digital photos, and supporting documentation and will be calculated for each building. This index will be report appendices. EMG regularly takes measures to a function of required repairs compared to building minimize impacts to the environment in the delivery replacement costs. The Facility Condition Index will of services. In lieu of printing reports and meeting be generated from the data collection/capital planning minutes, EMG makes an effort to be stewards of database and will be updated as components age or the environment by using digital distribution for are replaced. materials. When appropriate, we suggest that in- person meetings be done by teleconference or video Reports will reflect a 10-or 20 year capital plan based conference— in order to save on fossil fuels. on EMG's 20-year building system evaluation. The analysis will include a cost table sorted by building ASSESSMENT SOFTWARE: ASSETCALCT" and system and ranked by priority for repair.Tables will EMG will utilizes AssetCALCTM as its platform for allow for the customization of reporting and a year-by- all data collected on this project. AssetCALCTM is a year capital needs analysis.The report will include: web-based SQL system that allows users to query information regarding specific items or across the • A 10-or 20 Year Capital Plan with an Executive entire asset portfolio. This streamlines the capital Summary with graphic presentation of results planning process by compiling funding requirements to provide a quick, user-friendly summary of the for deficiencies to create budget models based on property's observed condition and estimated costs project priority and life cycle maintenance and repair assigned by category. These estimated costs shall requirements. The use of this software is at your be cross-referenced to report sections where an option and there are no licensing fees for this software elaboration of cost issues will be presented. for two (2) years. • Components observed that are exhibiting deferred maintenance issues and provide estimates for Prior to populating the database, EMG will work with immediate and capital repair costs based on City of Palm Desert to establish attributes and data observed conditions, available maintenance points required to be associated with each asset.This history and industry-standard useful life estimates. will include a discussion of relative priority of the asset. If applicable, this analysis will include the review The first step in populating the database is to create an of any available documents pertaining to capital asset inventory.This will include all of your assets and improvements completed within the last five-year will be grouped in a hierarchy based on site location, periods, or currently under contract. EMG shall asset group, and function. At the facility assessment/ also inquire about available maintenance records data collection phase, EMG will use AssetCALCTM as and procedures and interview current available on- the platform in the field for collection and analysis of site maintenance staff. asset conditions and needs. • Recommended schedule for replacement or AssetCALCTm data can be exported to an Excel, XML, repairs (schedule of priorities). or an ODBC database format compatible for upload • Digital photographs for the buildings including into most CMMS or work-order systems. photos of deficiencies. • General description of the property and AssetCALCTM features include: improvements and comment generally on • Location Hierarchy observed conditions. • Deficiency Classifications • Critical repairs and life safety issues separately • Deficiency Priority Codes from repairs anticipated over the term of the • Reporting: Standard Excel reports have deficiencies grouped by priority, location, replacement year, and deficiency classification. A cost summary is also included. • Searching: Individual deficiencies can be searched by location, deficiency classification, and priority. • Deficiency Management: New deficiency additions, Facility Condition Index calculations (by building or site), and reprioritization and reclassification of existing deficiencies. • Proprietary EMG Cost Database (with adjustable inflation assumptions) • Facility Condition Index Calculation Report (by building) • Backlog and Funding Projection Module (recalculates FCI based on funding assumptions) AssetCALCTM includes many features applicable to asset managers and budget officials, including: • Rank and Prioritize Capital Improvement Projects • View Complete Deferred Maintenance Backlog • Report (by building, priority, system, or dollar deficiency amount) • Innovative Search Screen: Allows deficiency classifications, reporting, and management. • Capital Budget Planning • Year-by-Year Capital Needs Analysis • 5, 10, or 20-Year Breakdown Reports • Priority Codes • Standardized Cost Database • Searching Ability (property names, age, cost, deficiency status/priority) Screen shots of EMG's AssetCALCTM Database are included on the following pages. et ;or i it 1., 4 . 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City of Orange Facility Condition Assessment ei.ADA Assessment inin em FEES EMG has provided a breakdown by site for the City of Palm Desert to utilize in formulating potential phasing, if required. Also, included below are hourly rates. Fee Facility $51,419.96 Buildings (lump sum) $10,369.60 Desert Willow Golf Course $56,235.16 Parks (lump sum) $287,500.00 Infrastructure* (NTE) $405,155.13 Total *This fee can be negotiated based on a conversation with the City in determining a final scope of services. Team Role Hourly Rate Project Executive $175.00 Program Manager $135.00 Assessment Team PE/RA $115.00 Quality Control Manager $125.00 Technical Report Reviewer $105.00 Administrative $60.00 Civil/Structural Engineer $169.00