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Home My WebLink About8.1 Neighborhood Square Area F CITY CLERK File # D[6]~[Q]-[!2]OJ AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 7, 2006 SUBJECT: Area F Neighborhood Square - Landscape Architectural Services Report Prepared by Rosemary Alex. Parks and Facilities Development Coordinator A TT ACHMENTS: I Resolution Approving Agreement with Keller Mitchell & Co. ~ 2. Area F Neighborhood Square - Location Map RECOMMENDATION: ~. Adopt Resolution approving Agreement FINANCIAL STATEMENT: The proposed fee for services under the Agreement IS $54,810 Sufficient funds are available in the project budget. DESCRIPTION: In January 2006, Staff solicited a Request for Proposal from ten landscape architectural firms to complete the design and construction documents for the Area F Neighborhood Square. At the conclusion of the proposal time, the City had received proposals from Keller Mitchell and Company, Dillingham Associates, and vanderToolen Associates. Based on their qualifications, Staff elected to interview all candidates that submitted proposals. As a result, Keller Mitchell and Company had demonstrated in their proposal and interview the experience necessary to complete the project. The scope of work for professional services includes development of three alternative designs, a preferred conceptual plan, design development, construction documentation and bidding. Attachment I is a Resolution approving the Agreement between the City of Dublin and Keller Mitchell and Company The Consultant Services Agreement, which outlines the scope of work and fee schedule, is shown as an attachment to the Resolution. Staff along with Keller Mitchell and Company will hold a series of public workshops in conjunction with the Parks and Community Services Commission this spring to generate public input. Once consensus is reached, the original three design alternatives along with the preferred conceptual plan will be presented to the City Council for final approval of the preferred conceptual plan. As shown in Attachment 2, the Area F Neighborhood Square is located in eastern Dublin north-west of Bray Commons as a point of reference. The Neighborhood Square is 2 acres. COPY TO: Keller Mitchell and Company, Dillingham Associates and vanderToolen Associates Page 1 of2 ITEM NO. PJ.l G:\COUNCIL\Agenda Statements\2006\3-7 An:a-F Park LARCH Services Rpt.doc tJ SCHEDULE: Award Contract Consultant Services Community Design Construction Documents Bid and Award Contract Construction Maintenance Period RECOMMENDATION: approving the Agreement. February 2006 April- June 2006 July - November 2006 January - February 2007 March - September 2007 September - November 2007 Staff recommends that the City Council adopt the Resolution 10 f '2-~ RESOLUTION NO. - 06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* APPROVING AN AGREEMENT WITH KELLER MITCHELL AND COMPANY FOR THE AREA F - NEIGHBORHOOD SQUARE WHEREAS, the 2004-2009 Capital Improvement Program includes a project to prepare design and construction documents for the Area F Neighborhood Square; and WHEREAS, the City has solicited proposals from landscape architectural firms to complete the design and construction documents; and WHEREAS, the City received three proposals and selected Keller Mitchell and Company; and WHEREAS, Keller Mitchell and Company has demonstrated adequate ability to perform said design and construction documents; and WHEREAS, consultant is available to perform work as specified. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does approve the agreement with Keller Mitchell and Company, attached hereto and authorize the Mayor to execute the Agreement. PASSED, APPROVED AND ADOPTED this 7th day of March 2006. AYES. NOES: ABSENT ABSTAIN Mayor ATTEST City Clerk '3.1 3hlofo - I - ATTACHMENT 1 2of',;2( CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND KELLER MITCHELL AND COMPANY THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and Keller Mitchell and Company ("Consultant") as of March 7, 2006 Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the date first noted above and shall end on December 31, 2007, and Consultant shall complete the work according to the schedule described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as provided for in Section 8. 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in a substantial, first-class manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession. 1.3 Assianment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1 1 above and to satisfy Consultant's obligations hereunder Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $54,810 (fifty-four thousand, eight-hundred and ten dollars even), notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 1 of 14 3o~ ;J- S Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions andlor annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. Notwithstanding the "not to exceed" compensation amount in the preceding paragraph, the Contract Administrator may authorize payment above the "not to exceed" amount to allow Consultant to provide additional services, or, to compensate Consultant for services provided within the original scope of work in excess of the hours specified in Exhibit A. In no event, however, shall the Contract Administrator authorize payment of such additional payments in excess of 20% of the 'not to exceed" amount. 2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information: . Serial identifications of progress bills; i.e., Progress Bill NO.1 for the first invoice, etc., . The beginning and ending dates of the billing period; . A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion; . At City's option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense; . The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder, as well as a separate notice when the total number of hours of work by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours, which shall include an estimate of the time necessary to complete the work described in Exhibit A, . The Consultant's signature. 2.2 Monthlv Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 2 of 14 4 of ;;l <; 2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. 2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on Exhibit B fee schedule. 2.6 Reimbursable Expenses. Reimbursable expenses are specified in Exhibit B, and shall not exceed $4,950 (four-thousand, nine-hundred and fifty dollars even) Expenses not listed in Exhibit B are not chargeable to City Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. 2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with City employees and reviewing records and the information in possession of the City The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City In no event shall City be obligated to furnish any facility that may involve Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 3 of 14 '5'of.25 incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to City Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. 4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than ONE MilLION DOLLARS ($1,000,000.00) per accident. In the altemative, Consultant may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the labor Code shall be solely in the discretion of the Contract Administrator The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. An endorsement shall state that coverage shall not be canceled except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City Consultant shall notify City within 14 days of notification from Consultant's insurer if such coverage is suspended, voided or reduced in coverage or in limits. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General reQuirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MilLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 4 of 14 o o,{:;;15 including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non- owned automobiles. 4.2.2 Minimum scope of coveraQe. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (ed. 11188) or Insurance Services Office form number GL 0002 (ed. 1173) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 8 and 9 ("any auto"). No endorsement shall be attached limiting the coverage. 4.2.3 Additional reQuirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy' a. City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. c. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage. d. Any failure of CONSULTANT to comply with reporting provisions of the policy shall not affect coverage provided to CITY and its officers, employees, agents, and volunteers. e. An endorsement shall state that coverage shall not be canceled except after thirty (30) days' prior written notice by certified mail, retum receipt requested, has been given to the City Consultant shall notify City within 14 days of notification from Consultant's insurer if such coverage is suspended, voided or reduced in coverage or in limits. Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 5 of 14 7 fA 2,G' 4.3 Professional Liabilitv Insurance. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions. 4.3.1 Any deductible or self-insured retention shall not exceed $150,000 per claim. 4.3.2 An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City 4.3.3 The policy must contain a cross liability or severability of interest clause. 4.3.4 The following provisions shall apply if the professional liability coverages are written on a claims-made form: a. The retroactive date of the policy must be shown and must be before the date of the Agreement. b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant's sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. 4.4 All Policies Reauirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. 4.4.2 Verification of coveraqe. Prior to beginning any work under this Agreement, Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 6 of 14 <tor;t; by that insurer to bind coverage on its behalf The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 4.4.3 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor All coverages for subcontractors shall be subject to all of the requirements stated herein. 4.4.4 Variation. The City may approve a variation in the foregoing insurance requirements, upon a determination that the coverages, scope, limits, and forms of such insurance are either not commercially available, or that the City's interests are otherwise fully protected. 4.4.5 Deductibles and Self.lnsured Retentions. Consultant shall disclose to and obtain the approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant rnay increase such deductibles or self-insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self-insured retention levels with a requirement that Consultant procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. 4.4.6 Notice of Reduction in Coveraae. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant's earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage. 4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are altematives to other remedies City may have and are not the exclusive remedy for Consultant's breach: . Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; . Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 7 of 14 9ot;>c;; . Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. Notwithstanding the foregoing, to the extent that this Agreement is a "construction contract" as defined in California Civil Code section 2783, as amended from time to time, such duty to indemnify shall not apply when to do so would be prohibited by California Code section 2782. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the Califomia Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee andlor employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City Section 6. STATUS OF CONSULTANT. 6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 8 of 14 6.2 Section 7. 7.1 7.2 7.3 7.4 7.5 () I.. I- f 0 ,".J but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions andlor employee contributions for PERS benefits. Consultant No AlienI. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever LEGAL REQUIREMENTS. GoverninQ Law. The laws of the State of California shall govern this Agreement. Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder Other Governmental ReQulations. To the extent that this Agreement may be funded by fiscal assistance from another govemmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person's race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. March 7, 2006 Page 9 of 14 Consulting Services Agreement between City of Dublin and Keller Mitchell and Company /1 0 F.2s- Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination, City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1 1 Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assianment and Subcontractina. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant's unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach bv Consultant. If Consultant materially breaches any of the terms of this Agreement, City's remedies shall included, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 10 of 14 I). D f :Ls 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. Section 9. KEEPING AND STATUS OF RECORDS. 9.1 Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the mailers covered hereunder shall be the property of the City Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties. 9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. Section 10 MISCELLANEOUS PROVISIONS. 10.1 Attornevs' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable allorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 11 of 14 /3oF;1t; 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Alameda or in the United States District Court for the Northern District of California. 10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.5 Successors and Assians. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. 10.6 Use of Recvcled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a "conflict of interest," as that term is defined in the Political Reform Act, codified at Califomia Govemment Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code {l1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code {l 1090 and, if applicable, will be disqualified from holding public office in the State of California. Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 12 of 14 It <of"?t; 10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.9 Contract Administration. This Agreement shall be administered by the City Manager ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee. 10.10 Notices. Any written notice to Consultant shall be sent to' Keller Mitchell and Company Attn: Jacque Keller 302 Fourth Street Oakland, CA 94607 Any written notice to City shall be sent to: City of Dublin, Parks and Community Services Department Attn: Rosemary Alex 100 Civic Plaza Dublin, CA 94568 10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stampedlsealed and signed by the licensed professional responsible for the reporUdesign preparation. The stamplseal shall be in a block entitled "Seal and Signature of Registered Professional with reporUdesign responsibility," as in the following example. Seal and Signature of Registered Professional with reporUdesign responsibility 10.12 Intearation. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibit A, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 13 of 14 CITY OF DUBLIN Janet Lockhart, Mayor Attest: Fawn Holman, City Clerk Approved as to Form: Elizabeth Silver, City Attomey CONSULTANT It;; 0 { ;;<: Jacque Keller, President Consulting Services Agreement between City of Dublin and Keller Mitchell and Company March 7, 2006 Page 14 of 14 February 24, 2006 Keller Mitchell & Co. Landscape Architecture I (PollS' EXHIBIT A EXHIBIT A SCOPE OF SERVICES Scope of Services and Work ProdUcts: Task 1: Project Kick off and informational gathering (March 2-10, 2006) a. Review existing park and recreational master plan and survey up to three (3) similar facilities in the City of Dublin. b. Conduct a code search to identify regulations regarding planting, irrigation, access and other issues relevant to Keller Mitchell's scope of work. c. Attend one meeting with the client to review and coordinate the work. d. Keller Mitchell to send out for a laboratory analysis of the existing soil for horticultural suitability i I Task 2: Design Alternatives (March 8-April17, 2006) a. Preparation of three alternative designs and costs estimates for each of the altematives. b. Meet with City staff to review alternatives and make modifications to those plans as discussed. c. Meet with staff and present refined designs. d. Following staff review and comment, present three recommended and colored renderings of the alternatives with cost estimates to the Parks and Community Services on April 17, 2006. Renderings will indicate community spaces, walks, paths, children's play area, and plant material types. e. Attend three meetings with the client to review and coordinate the work. . ..........; .~ Task 3: Refine Schematie Plan (April 18-June 6, 2006) a. Based on community and city comments, refine schematic plan and present final schematic plan to Parks and Community Services on May 15, 2006. b. Present landscape construction estimate based on the refined schematic plan. c. This plan will show' 1) Play and community spaces and their amenities 2) Conceptual grading and lighting design 3) General planting design 4) Paving types, finishes and colors 5) Develop site details for review d. Using comments obtained from the public hearing and directions from City staff, revise the conceptual design if necessary and present to the City Council on June 6, 2006. Task 4: 50% Contract Documents: (Jnne 7-August 18, 2006) a. Attend a kickoff meeting with city staff and maintenance to review specific equipment and site details. b. Based on the approved plan and an estimated construction budget, prepare 50% construction drawings into standard working drawing format specified by the client showing: 1) Refine drainage and grading plan. I) Play areas, community spaces, walks and paths 2) Site details 3) Paving finishes, seat walls, steps, ramps and landscape furnishings. 4) Plant material locations and species. 5) Prepare outline specifications and product information for the project. 6) Submit 50% complete plans, specifications, estimate and submit five (5 copies) of all materials for city review Consulting Services Agreement between City of Dublin and Keller Mitchell and Company --Exhibit A March 7, 2006 Page 1 of 2 Keller Mitchell & Co. Landscape Architecture Exhibit A Page 2 , 7 ~ f;;~ . Task 5: 100% Construction Documentation:(August 19-November 27, 2006) a. Meet with staff to review 50% comments to receive authorization and direction to proceed with final design. Prepare final drawings which include: 1. Dimension plan: Establishment of horizontal control oflandscape elements. 2. Grading plan for pedestrian paving and planting areas. 3. Electrical plan and details. 4. Landscape Construction Details such as paving, seatwalls and ramps. 5 Planting plan and details. 6. Irrigation Plan and details. 7 Specification sections in standard CSI format. 8. Prepare final detailed project cost estimate. 9. Final review by City due on November 27, 2006. )' Task 6: Bid and Award (December I-January 10, 2007) a. Assist the City with answering technical questions from bidders and preparing addenda. Attend preconstruction conference. b. Produce a conformed set of drawings for bid including all addenda items. c. Award contract February - March 2007 ~. ,.':-,:::,'",--"-- "," END OF EXHIBIT A Consulting Services Agreement between City of Dublin and Keller Mitchell and Company --Exhibit A March 7, 2006 Page 20f2 Keller Mitchell & Co. Landscape Architecture COMPENSATION SCHEDULE 302 Fourth Street Oakland, CA 94607 T (510)451-99B7 F (51 OJ 452-99B7 I <t (){;).:; February 24, 2006 EXHIBIT B Rosemary Alex Parks and Facilities Development Coordinator City of Dublin 100 Civic Plaza Dublin, CA 94568 925.833.6651 RE: Landscape Architectural Services For Dublin Ranch Area F Park .. ., . ..-.....,........ ,...:;~."',,..,,'~'.';.;-::f;"', Dear Rosemary' Weare pleased to submit the following proposal for professional services in connection with the design and implementation ofthe Dublin Ranch Area F Park. This two acre site is located at the corner of Palermo Way and Aviano Way in Eastem Dublin. We will design this park to a landscape construction budget of$500,000. We are excited about the prospect of collaboration with you and the Dublin community to make this a very special park that is in character to the neighborhood and one that has a distinct identity. 1I"f r'w..,! ~:{i)_<,_.. """';"''',1'''-;'' ~J\'\t';':i!:;'::' .. "':i'.t,:t' SERVICES: Refer to the attached EXHIBIT A for scope of services. COMPENSA nON: For the above professional services the Landscape Architect shall be paid as follows for the entire project: 1 2. Fee: lump sum Reimbursable costs not to exceed $ 49,860 $ 4,950 REIMBURSABLE DIRECT COSTS: the following shall be reimbursed at cost, plus 10% to the Landscape Architect in addition to the above Lump Sum Fee. It is anticipated that these costs will not exceed $ 4,950. 1 Printing and reproduction 2. Messenger and Delivery services 3 CAD plotting 4. Mileage at $.45/mile PAYMENT: shall be made on monthly invoices based upon the percentage of work on the project completed during the month. Billings shall not exceed the following amounts for each phase of work: Task I - Project Kickoff and information gathering Task 2 - Design Alternatives Task 3 - Refined Schematic Plan Task 4 - 50% Contract Documents Task 5 - 100% Contract Documents Task 6 - Bid and Award TOTAL $ 2,500 $ 6,425 $ 9,900 $14,000 $14,000 $ 3,035 $49,860 Consulting Services Agreement between City of Dublin and Keller Mitchell and Company--Exhibit B March 7, 2006 ~~~lJlr%t~helJcom California license no. 1060 Keller Mitchell & Co. Landscape Architecture Page 2 February 24, 2006 !'7o+.Jr; ADDITIONAL SERVICES: the following services are beyond the scope of professional services outlined in EXHIBIT A. Revising previously approved drawings, construction budgets, and specifications to accomplish budget reductions and/or design revisions requested by the City of Dublin. 2. Preparing documents for Alternate Bids initiated by the Client. 3. Preparing documents and/or construction services required for 'fast tracking' or phased construction of the project. 4 Construction Administration services . Compensation to the Landscape Architect for additional services authorized by the City of Dublin shall be at the following hourly rates: . ,. - ~ ' -, ltO, Principal Associate Landscape architect CA support $ 140.00 $ 120.00 $ 105.00 .~ ITEMS SUPPLIED: the city of Dublin shall provide the Landscape Architect with the following: I Site program and applicable code requirements. 2. Accurate survey and site bases(s) showing grades, trees, structures, utilities, property lines and easements on AutoCAD disk formatted following AlA line/layer guidelines. 3. All applicable architectural and engineering drawings; drawings on cad files following professional industry standard AlA format (color and line assignment by layer). LISTS OF CONSULTANTS: the Landscape Architect will retain and pay for the following consultants as part of this proposal. Their qualifications will be submitted for Owner to review if desired prior to retention. A. Marty Dickson, Irrigation Consultant B. Zeiger Engineers, Electrical Engineers C. Bohley Consulting, Civil Engineers OWNERSHIP OF DRA WINGS: Plans and Specifications, as instruments of service, are and shall remain the property of the Landscape Architect, whether the project for which they are made is executed or not. ABANDONMENT OF IMPROVEMENT: ifthe owner finds it necessary to abandon all or part of the project, the Landscape Architect shall be compensated for all work completed. Sincerely, Consultin Servl es AgT ement e n City of Dublin and Keller Mitchell and Company--Exhibit B Jacque Keller President March 7, 2006 Page 2 of 5 BOHLEY CONSULTING, INC. 1875 SOUTH GRANT STREET SUITE 550 SAN MATEO, CA 94402 PROFESSIONAL FEE SCHEDULE CLASSIFICATION RATE PER HOUR Principal $190.00 Principal Associate $140.00 Senior Engineer $130.00 Associate Engineer $115.00 Assistant Engineer $90.00 2 Person Survey Crew $220.00 3 Person Survey Crew $275.00 DIRECT EXPENSE All outside services and expenses are billed at cost plus ten percent. PAYMENT SCHEDULE Invoices are due and payable upon receipt. Invoices paid after thirty days may be subject to a separate late charge of one percent per month on the unpaid balance. Late charges are not included in any agreement for maximum charges. RATES EFFECTIVE JANUARY 1,2006 ;<0 ~f;?S Consulting Services Agreement between City of Dublin and Keller Mitchell and Company-Exhibit B March 7, 2006 Page 3 of 5 Feb 24 06 02:23p (;t) ZEIGER EIWINmS.INC Zeic;er- Enc;ineer-s ~IU-'t:;:'C:-Ubbl F. . .z I ()t;;~ Z E I G ERE N GIN E E R S. INC. 476 3RD $TltfET. OA~LAND. CAlIFO~NIA. 9,4607 TEL (STat .c~2.939J FAX: (5101 '52'066\ www.7,o:iger"8nginClerl.cOto BILLING RATE SCHEDULE APPLICABLE FOR PERIOD BEGINNING JANUARY 1, 2006 AND ENDING DECEMBER 31, 2006 POSITION HOURLY DESCRIPTION RATE Expert Witness $275.00 Principals $168.00 Senior Engineers $128.00 Engineers $118.00 Jr. Engineers $88.00 CAD Operators $86.00 Jr. CAD Operators $48.00 Consulting Services Agreement between City of Dublin and Keller Mitchell and Company--Exhibit B March 7, 2006 Page 4 of 5 ;J;?of:JC, Consulting Services Agreement between City of Dublin and Keller Mitchell and Company--Exhibit B March 7, 2006 Page 5 of 5 ;)3of;;lf;. Consulting Services Agreement between City of Dublin and Keller Mitchell and Company--Exhibit B March 7, 2006 Page 5 of 5 02/24/2005 14.02 5305475513 DICKSON & ASSOCIATES PAGE DICKSON & ASSOCIATES1 INC. ~4of;)~ L ^ N D S C ^ P Iii: IR A I GAT ION D I;; S IG I'll A. N 0 CONS U t. TIN Co FEE SCHEDULE For 2006 Calendar Year Principal Design $105.00 per hour $60_00 per hour AutoCAD Technician Clerical $60 00 per hour Consulting Services Agreement between City of Dublin and Keller Mitchell and Company--Exhibit B March 7, 2006 Page 5 of 5 P.o. aox 4.15 PALO CEDRO. CALIFORI'UA ~73 TEl, (530) G47-S515 FAX (G30) 547-5513 EMAll: martyCdicksonlnc.ne ::- 111 ' :: I' ------ 'il i ,"'"':::"-/: ~---~ .-- ---...-- .-","-- - \;; ! ,--__., I .------ .,,--/ \ ' " f )\ ..---, -'-- - ~--------- \ '\ \ 1",11,1" - \ ' , . ,'\ Ii jii I \ ' " I i I!I ' \ ' \ if/fill j ,\ iil/'Ii ~,/'....."....;.\ 'I' i ' _.- ,\ )"ui I ---- ,,--- ...---- \ ii' \1 i (-;--~~~~:::::::~:~/' I: :;j,' \ ' /------ II ~ "-' I : i /);: i I ,.t-i , . i! ! i I " \ \ . .' \ \ \ \ \ \ \ \ \ \ \ ! ; I \ \ \ ~ 'J \\-------/ ; . ---'- -.",/ /," ",S-" ______.--..~- /'" ./ .-----..,..-:::; --.".-~ _...--- .- ~ \.. \: ~ ..c , -.-"- -_.,- (Pl"i:;~'r:11p-it , '..U-~l~ ,it ..1 k-..r~.,~:\';i:' :0~ ~\C.>- - ~ llSTRW< ~" {C:lit ,*...t-?- : - ~~$ "j~~\i U~'\\ \. 1f\fI~~ \ "'~' f,:~ "'It, ~ tLLd -r ~}.-=_.~ bf"f J I !.. !rJ-.!.,..J t-.- . tE! i -I- i ft~;, i 'tv:, .!~I/ !:::c'" .J.../ . fii-.o.."::--';' /.]"'/.....r7f"~ E"J'fl' 'i-./..i 0,'"J{' ~r . ... -./1 : j"-." "-1-[: .~ ~ /4:06" P'1uo<ly 1':\19292-1&2T-'" _ ~"\~",M..g\SOR Poctogo_1no 1\ COl.I_Silo_Plon.d"'l ~ LOCATION MAP: __.....-r --- .--., \ .- co~1:'l,.-- coS1J'..__ .- COl'\1:\t/>l. . __ CO~1'/ --/".~}/I.~$I'> ~ DUBLIN ~ ~ UN BOULJiVARl) ~o .< .0 O' " -p." &' ~" PLEASANTON G~SON """!W. PAllKWAY .-- / -- - .-\.,- 1~o~ (;~- I J , ciiW=roN :s.TIlEET _~~~8Jl: <~ ..,,0.: ,," ~ ~" :p 4'1<' o h U" " ATTACHMENT 2 .R t;) () f ;< s;- SORRENTO AT DUBLIN RANCH Dublin, California AREA F WEST 70B f:}jrothers REV 1 S I DESCRIITION CtlySubrninal CilySubmittal o N S: OAflO J"ly26,~OOS ~ PROJECT NUMBER: SCALE.: DATE ISSUED: \9'292-! AS NOTED Augustl2,21lO5 OVERALL SITE DEVELOPMENT PLAN .. .......T.. Q' .50' 100' 200' !lL..q&:solDPS PILlSA/'l~co..!l~Il8--olNIIl~ (ml=-OlI9O SllEETNUMBER.: C.1.1