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HomeMy WebLinkAboutItem 4.03 SportsGroundsRenov e e CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: May 8,1995 SUBJECT Agreement with Singer & Hodges, Inc. for Landscape Architectural Services - Dublin Sports Grounds Renovation, Phase I (Prepared by: Diane Lowart, Parks & Community Services Director) EXHffiITSATTACHED :t/ ./ Dublin Sports Grounds Master Plan Consultant Services Agreement Budget Change Form RECOMMENDA TION /): ~. Approve Agreement and Authorize Mayor to Execute Same 01 / ' \V" \ · Approve Budget Change Form FINANCIAL STA T~MENT: As the total cost of consultant services exceeds the available project funding for design services by $6,965, a fund transfer from the Park Dedication Fund will be required. It is estimated that $3,150 will be expended in FY 94-95 necessitating a transfer from Unallocated Park Dedication Fund Reserve for FY 94-95; the balance of $3,815 will be expended in FY 95-96 so the Capital Improvement Program Budget for FY 95-96 will be adjusted to reflect the increase. DESCRIPTION : Included in the 1994-99 Capital Improvement Program (CIP) are funds for the renovation of the Dublin Sports Grounds. As proposed in the CIP, the project would be undertaken in three phases as follows: Phase I Improvements . Construction of an additional 60' baseball field . Installation of drinking fountains at baseball fields 4, 5 and 6 Phase II Improvements . Renovate drainage (West halfofpark) . Upgrade sprinkler system (West half of park) . Renovate flat swale area between freeway and baseball field 6 . Reorientation of baseball field 3 Phase III Improvements . Softball field lighting safety modification . Renovate drainage (East half of park) . Upgrade sprinkler system (East half of park) . Renovate flat swale area between freeway and softball field 1 and 2 . Construction of a jogging trail around perimeter of park Design of the Phase I Improvements is budgeted for Fiscal Year 1994-95 and construction of the Phase I Improvements is budgeted for Fiscal Year 1995-96. . In order to proceed with the Phase I Improvements, it is necessary to obtain the services of a landscape architect to prepare plans and specifications for the project. Staff has received a proposal from Singer & Hodges, Inc. who prepared the Dublin Sports Grounds Master Plan. As contained in Exhibit B of the attached Consultant Services Agreement, Singer & Hodges has proposed the following landscape architectural services: A. Preliminary Plan ($2.280) 1. Preparation of Preliminary Plan for review and approval indicating: . Little League Field location . Access and circulation . Diagrammatic grading . Turf and tree planting 2. Preparation of Preliminary Cost Estimate for City review and approval. -------------------------------~-----------------------------~------------- ITEMNo-B.7 COPIES TO: Singer & Hodges, Inc. Dublin Little League Dublin United Soccer League' CITY CLERK FILE ~ e e B. Working Drawings and Specifications ($13.480) 1. Working Drawings shall include: . Existing conditions and site preparation . Layout and reference . Grading and drainage . Site details . Field area details . Irrigation . Planting . Landscape and irrigation details . Conduit provision for future electrical . NOTE: Electrical engineering services for power to backstop or lighting are not included (Not required for this project) 2. Specifications shall include: . Special conditions . Technical specifications 3. Preparation of construction cost estimate for review and approval. 4. This proposal includes the following reconnaissance and meetings: . On site field reconnaissance and review to note existing facilities . Three (3) meetings with City staff as follows: o Review of preliminary plan o Review of 50% completion stage of working drawings and specifications o Review of 100% completion of working drawings and specifications C. Survey ($2.900) Preparation of a topographic survey of the area of the sports grounds that is necessary for the development of Little League Field, access to the field, and grading transition. Topographic survey shall be prepared by a licensed Land Surveyor or Civil Engineer. D. Assistance During Bid Process ($450) Singer & Hodges, Inc. shall provide assistance to the client by answering Contractor questions during the bid process and preparing addenda if necessary. The total cost as proposed is $19,110. As the total cost exceeds the available project funding for design services by $6,965, a transfer of funds from the Park Dedication Fund will be required. Of this amount, it is estimated that a transfer of $3,150 from the Unallocated Park Dedication Fund Reserve will be needed for Fiscal Year 1994-95; the balance of $3,815 will be expended in Fiscal Year 1995-96 so the Capital Improvement Program Budget for Fiscal Year 1995-96 will be adjusted to reflect the increase. The proposed timeline (based on the best case scenario) for the project is shown below. May 8, 1995 May 26, 1995 July 7, 1995 July 11, 1995 August 22, 1995 September 5, 1995 November 6, 1995 November 7, 1995 January 6, 1996 City Council- Award of Contract - Consultant Services Preliminary Plan Complete Plans & Specifications Complete City Council - Approve Plans & Specifications - Authorization to Bid City Council- Award of Contract - Construction Construction Begins (45 working days) Construction Complete Maintenance Period Begins (60 calendar days) Maintenance Period Complete It should be noted that during the construction of the new baseball field, the dimensions of existing soccer field #4 (shown on the attached master plan) will need to be reduced by approximately 20 feet to accommodate the necessary grading for the new field. Staff will work with the affected soccer groups in an attempt to accommodate their uses on adjacent fields. In summary, it is recommended that the CitY Council take the following action: ~lG~~ ~ ::: :: ::: 9 e@<> 00000 --I f 580 FREEWAY PHASE a PHASE 1 SPORTS FIELD IMPROVEMENT MASTER PLAN DUBLIN SPORTS GROUNDS CITY OF DUBLIN SINGER AND HODGES, INC. LANDSCAPE ARCHITECTS 1512 FRANKLIN STREET, OAKLAND, CALIFORNIA 94612 1415) 89'-9669 DATE: MAY 2t. 1990 SCALE -u-i 0204080 Ii} e e AGREEMENT BETWEEN CITY OF DUBLIN AND SINGER & HODGES, INC. FOR CONSULTANT SERVICES (Dublin Sports Grounds Renovation, Phase I) THIS AGREEMENT is made at Dublin, California, as of May 8, 1995, by and between the CITY OF DUBLIN, a municipal corporation ("City"), and SINGER & HODGES, INC., ("Consultant"), who agree as follows: 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in Exhibit A. Consultant shall provide said services at the time, place and in the manner specified in Exhibit A. 2. PAYMENT. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth in Exhibit B. The payments specified in Exhibit B shall be the only payments to be made to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all billings for said services to City in the manner specified in Exhibit B; or, if no manner be specified in Exhibit B, then according to the usual and customary procedures and practices which Consultant uses for billing clients similar to City. 3. FACILITIES AND EQUIPMENT. Except as set forth in Exhibit C, Consultant shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement. City shall furnish to Consultant only the facilities and equipment listed in Exhibit C according to the terms and conditions set forth in Exhibit C. 4. GENERAL PROVISIONS. The general provisions set forth in Exhibit D are part of this Agreement. In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the other term or condition shall control insofar as it is inconsistent with the general provisions. 5. EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference incorporated herein. 6. CONTRACT ADMINISTRATION. This Agreement shall be administered by the City's Parks and Community Services Director ("Administrator"). All correspondence shall be directed to or through the Administrator or his or her designee. 7. NOTICES. Any written notice to Consultant shall be sent to: Mr. Phil Singer, ASLA Singer & Hodges, Inc. 1512 Franklin Street Oakland, CA 94612 Any written notice to City shall be sent to: Ms. Diane Lowart, Parks & Community Services Director City of Dublin P.O. Box 2340 Dublin, CA 94568 Agreement Page 1 ofl e e Executed as of the day first above stated: CITY OF DUBLIN, a municipal corporation By "City" Attest: City Clerk By " Consultant" Approved as to form: City Attorney Agreement Page 1 ofl e e EXHIBIT A SCOPE OF SERVICES I. Landscape Architectural Services A. Preliminary Plan 1. Preparation of Preliminary Plan for review and approval indicating: . Little League Field location . Access and circulation . Diagrammatic grading . Turf and tree planting 2. Preparation of Preliminary Cost Estimate for City review and approval. B. Working Drawings and Specifications 1. Working Drawings shall include: . Existing conditions and site preparation . Layout and reference . Grading and drainage . Site details . Field area details . Irrigation . Planting . Landscape and irrigation details . Conduit provision for future electrical . NOTE: Electrical engineering services for power to backstop or lighting are llil1 included 2. Specifications shall include: . Special conditions . Technical specifications The City of Dublin shall provide Standard City Specification requirements and General Conditions and shall be responsible for incorporating Special Conditions and Technical Specifications provided by Consultant into contract documents. 3. Preparation of construction cost estimate for review and approval. Exhibit A Page 1 ofl e e 4. Original working drawing transparencies and original specifications shall be furnished to the City of Dublin. The City of Dublin shall be responsible for printing the contract documents, working drawings and specifications as necessary for bidding and construction purposes. 5. This proposal includes the following reconnaissance and meetings: . On site field reconnaissance and review to note existing facilities · Three (3) meetings with City staff as follows: o Review of preliminary plan o Review of 50% completion stage of working drawings and specifications o Review of 100% completion of working drawings and specifications C. Survey Preparation of a topographic survey of the area of the sports grounds that is necessary for the development of Little League Field, access to the field, and grading transition. Topographic survey shall be prepared by a licensed Land Surveyor or Civil Engineer. D. Assistance During Bid Process Singer & Hodges, Inc. shall provide assistance to the client by answering Consultant questions during the bid process and preparing addenda if necessary. E. Construction Observation Construction observation is not part of the scope of services of this agreement. Any construction observation services requested by the City shall be billed as Additional Services at the rates listed in Exhibit B. II. Additional Conditions A. The City of Dublin shall provide all currently available existing information, necessary for the completion of landscape architectural services indicated in this agreement. B. Landscape Architects are regulated by the California Board of Landscape Architects. Any questions concerning a Landscape Architect may be referred to the Board at: Board of Landscape Architects, 1021 "0" Street, Room A-I02, Sacramento, CA 95814, (916) 445-3393. Exhibit A Page 1 ofl e e EXHIBIT B PAYMENT SCHEDULE 1. City shall pay Consultant an amount not to exceed the total sum of Nineteen Thousand, One Hundred Ten and No/I00 Dollars ($19,110.00) for services to be performed pursuant to this Agreement as follows: Total $ 2,280.00 $13,480.00 $ 2,900.00 $ 450.00 $19,110.00 . Preliminary Plan, meetings and presentations . Working drawings and specifications . Topographic survey . Assistance during bid Reimbursable Expenses are in addition to the compensation for services indicated above and include actual expenditures made by the employees and consultants of Singer & Hodges, Inc. in the interest of the project for the expenses listed in the following paragraphs. . Expense of reproductions, postage, and handling of drawings, specifications, and other documents, excluding reproductions for the office use of the Landscape Architect and the Landscape Architect's consultants. . Expense of renderings, models, and mock-ups request by the client, not included in the scope of Landscape Architectural services. . Expense of courier service and express mail requested by client. 2. Consultant shall submit invoices during the term of this Agreement based on the cost for services performed. Invoices shall not be submitted more often than once a month. net payment is 30 (thirty) days. 3. The total sums stated above shall be the total which 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. 4. City shall make no payment for any extra, further or additional service pursuant to this Agreement unless such extra service is agreed to in writing executed by the City Manager or other designated official of City authorized to obligate City thereto prior to the time such extra service is rendered and in no event shall such change order exceed twenty-five (25%) of the initial contract price. Extra service, if any, shall be billed at the hourly rates as follows: Principal Associate Draftsperson $95.00 per hour $75.00 per hour $50.00 per hour Clerical 1 Clerical 2 $40.00 per hour $35.00 per hour 5. The services to be provided under this Agreement may be terminated without cause at any point in time in the sole and exclusive discretion of City. In this event, City shall compensate the Consultant for all outstanding costs incurred as of the date of written notice thereof and shall terminate this Agreement. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to date. 6. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of written notice to proceed from the Parks and Community Services Department of the City of Dublin. Exhibit B Page 1 of 1 e e EXHIBIT C 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 City. The location, quantity, and time of furnishing said physical facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility which may involve incurring any direct expense, including, but not limiting the generality of this exclusion, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Exhibit C Page 1 of 1 e e EXHIBIT D GENERAL PROVISIONS 1. INDEPENDENT CONSULTANT. At all times during the term of this Agreement, Consultant shall be an independent Consultant 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; however, City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. 2. LICENSES: PERMITS: ETC. Consultant represents and warrants to City that he has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice his profession. Consultant represents and warrants to City that Consultant shall, at his sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Consultant to practice his profession. 3. TIME. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of Consultant's obligations pursuant to this Agreement. 4. INSURANCE REQUIREMENTS. 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 the Consultant, his agents, representatives, employees or subConsultants. The cost of such insurance shall be included in the Consultant's bid. (a) Minimum Scope ofInsurance. Coverage shall be at least as broad as: 1. Insurance Services Office form number GL 0002 (Ed. 1/73) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/78) covering Automobile Liability, code 1 "any auto" and endorsement CA 0025. 3. Workers' Compensation insurance as required by the Labor Code of the State of California and Employers Liability Insurance. (b) Minimum Limits of Insurance. Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers' Compensation and Employers Liability: Workers' compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. (c) Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or Exhibit D Page 1 of3 e e eliminate such deductibles or self-insured retentions as respects the City, its officers, officials and employees; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. (d) Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages. a. The City, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations the scope of the protection afforded to the City, its officers, officials, employees and volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Worker's Compensation and Employees Liability Coverage. The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from work performed by the Consultant for the City. 3. Professional Liability. Consultant shall carry professional liability insurance in an amount deemed by the City to adequately protect the Consultant against liability caused by negligent acts, errors or omissions on the part of the Consultant in the course of performance of the services specified in this Agreement. 4. All Coverages. Each insurance policy required by this clause shall be endorsed to 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. (e) Acceptability of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A:VII. (f) Verification of Covera2e. Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. (g) SubConsultants. Consultant shall include all subConsultants as insured under its policies or shall furnish separate certificates and endorsements for each sub Consultant. All coverages for sub Consultants shall be subject to all of the requirements stated herein. (h) The Risk Manager of City may approve a variation in those 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. Exhibit D Page 1 of] e e 5. CONSULTANT NO AGENT. 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. 6. ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect. 7. 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 removal of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, cause the removal of such person or persons. 8. 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 his profession. All instruments of service of whatsoever nature which Consultant delivers to City pursuant to this Agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Consultant's profession. 9. HOLD HARMLESS AND RESPONSIBILITY OF CONSULTANTS. Consultant shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to him, to any sub Consultant, to the City, to City officers and employees, or to parties designated by the City, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes predicated on active or passive negligence of the Consultant or of any subConsultant. Consultant shall indemnify, defend and hold harmless the City, its officers, officials, directors, employees and agents from and against any or all loss, liability, expense, claim, costs (including costs of defense), suits, and damages of every kind, nature and description directly or indirectly arising from the performance of the work. This paragraph shall not be construed to exempt the City, its employees and officers from its own fraud, willful injury or violation of law whether willful or negligent. For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this agreement is not a construction contract. By execution of this agreement Consultant acknowledges and agrees that he has read and understands the provisions hereof and that this paragraph is a material element of consideration. Approval of the insurance contracts does not relieve the Consultant or subConsultants from liability under this paragraph. 10. GOVERNMENTAL REGULATIONS. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 11. DOCUMENTS. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepared by Consultant pursuant to this Agreement shall become the property of the City upon completion of the work to be performed hereunder or upon termination of the Agreement. Exhibit D Page 3 of3 . . e CITY OF DUBLIN BUDGET CHANGE FORM e CHANGE FORM # New Appropriation ./ Budget Change :jI:I:rn~m~^$1J)~ypg$tei\p'gQtm]~~::::I::::::::~I~~:::~:::t::~:t:~QJJ.BmIIII:::::::~:::::mQ~~I::>>pltQ!i,1r$q<<QPNt:~:I:::m:::mm:::~::?:mWMpP.NroI:::~~I:::::::::::::~~:: Name: Name: ParI-.. Ded-<( k hOIl fiJ"d (J.15) Mill. ..sperT:. 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