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HomeMy WebLinkAboutItem 4.05 DSG RenovCarducci CITY CLERK File # 600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 6, 2001 SUBJECT: Consultant Services for Landscape Architecture, Dublin Sports Grounds Renovation Report prepared by: Herma Lichtenstein, Parks Development Manager & Facilities ATTACHMENTS: 1. Consultant Services Agreement RECOMMENDATION: ~~Approve and authorize Mayor to execute Agreement FINANCIAL STATEMENT: The proposed fee for services under the Agreement is $90,500; sufficient fimds are available to execute the Agreement. DESCRIPTION: The 2000-2005 Capital Improvement Program includes funding for Phase II of the Dublin Sports Grounds Renovation. The project encompasses approximately 8 acres of the 26-acre site as shown within the limit of work in Exhibit "E" of the Consultant Services Agreement (Attachment 1). The improvements for the area include; replacement of the existing play area, drainage and tree replacement along the freeway, field improvements, drainage and underground conduit for future lighting for the central soccer field and adjoining baseball field. The estimated budget for the improvements is $715,000. Staff solicited a Proposal for landscape design services from Carducci Associates in January of 2001, the landscape architect for the new Dublin Library project, The Sports Grounds renovation will tie in closely with the work that will be performed on the Library project. Items such as drainage and irrigation will have direct interface between the two areas. As Carducci Associates is currently working on the Library project efficient continuity between the two projects will be provided. CONSULTANT SERVICES AGREEMENT The proposed Consultant Services Agreement prepared by the City Attorney and approved by Carducci is shown in Attachment. 1. A summary of the scope of work under the Agreement, by phase, as well as the proposed fee is shown below. SCOPE OF SERVICES Provide Topographic Survey of Existing Conditions: a. Visit site to observe existing conditions. b. Review old drawings of existing sports fields. c. Lay down flight panels and control and perform aerial, survey of entire 26-acre site. d. Prepare topographic survey on AutoCAD R. 14 for existing conditions of Phase 1. sprts grads cont COPIES TO: Carducci Associates ITEM NO. Meetings Coordination meetings such as discussing design program, budgets and coordination are included in the base contract. In addition Carducci will conduct two public meetings to receive input from user groups and present the preliminary design. Carducci will also include 2 presentations, one to Parks and Community Services Commission and one to City Council. Preliminary Design Carducci will prepare an illustrative Preliminary Design incorporating Pertinent public comments. This plan should graphically illustrate the limits of work, proposed improvements, and potential impacts to adjoining areas. In addition, Carducci will: a. Prepare a landscape development plan. b. Prepare schematic layout for future sports lighting at the renovated soccer -field and adjacent baseball field. c. Provide a schematic design for the renovated playground area. d. Prepare a probable cost of Phase I improvements. e. Coordination with governing agency for landscape planting, irrigation or site issues applicable to this contract. Design Development Carducci will prepare design development (50% CD's) for City review and comment. The design development documents will include: outline specifications, details, preliminary grading and drainage, proposed planting, erosion control, etc. Construction Documents Carducci will prepare Construction Documents (90% Construction Documents will include: a. Demolition and Tree Protection Plan: Detailed plan materials. CD's) for City review and comment. The identifying removal or protection of existing b. Layout Plan: Detailed horizontal control plan and related details identifying materials and their location including the play area.. c. Grading and Drainage Plan: Detailed vertical control plan and related details. d. Planting Plan: Detailed planting plan for areas developed within the contract limits, including botanical names, common names, sizes and related details. e. Landscape Lrrigation Plan and Details: Detailed layout of sprinkler heads, piping and valves to provide a total operative system. f. Specifications: Final specifications for aforementioned work will be in note form on the drawings. g. Cost evaluation for improvements based on their best opinion of costs at the date of the estimate. Bid Documents After incorporating comments from the City, Carducci will prepare Final Bid Documents. Bid and Award Carducci will assist in the bidding procedure. This will include, at a minimum; attending a pre-bid meeting, responding to contractor's questions, issuing addenda, and reviewing the bids. 2 Construction Administration Construction administration shall consist of review of contractor's submittals and requests for information and a maximum of 10 visits to the site at intervals appropriate to the stages of job construction or completion to determine general conformity of the work to the plans and specifications. a. Pre-construction meeting after selection of the contractor. b. Intermediate reviews during construction. c. Site observation and punch list prior to the commencement of the landscape contractor's maintenance period. d. Site observation and punch list for acceptance of landscape contractor's work. FEE FOR SCOPE OF SERVICES Task 1 - Full Site Survey $ Task 2 - Meetings $ Task 3 - Preliminary Design $ Task 4 - Design Development $ Task 5 - Construction Documents $ Task 6 - Bid Documents $ Task 6 - Bid and Award $ Task 6 - Construction Administration $ Reimbursable Costs $ ~TOTAL FIXED FEE 17,500 3,000 6,500 15,000. 30,000 5,000 2,000 7,000 4~500 90,500 RECOMMENDATION: It is the recommendation of Staffthat the City Council take the following action: 1) Approve the Consultant Services Agreement in the final form attached and authorize the Mayor to execute same (Attachment 1). AGREEMENT BETWEEN CITY OF DUBLIN AND CARDUCCI ASSOCIATES FOR CONSULTANT SERVICES Dublin Sports Grounds Renovation THIS AGREEMENT is made at Dubfin, California, as of between the CITY OF DUBLIN, a municipal corporation ("City"), ("Consultant"), who agree as follows: ,2001, by and and Carducci Associates, 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 B, 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 B according to the terms and conditions set forth in Exhibit B. 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: Bill Fee, Principal Carducci Associates 555 Beach St, Fourth Floor San Francisco, CA 94133 ATTACHMENT 1 Any written notice to City shall be sent to: Henna Lichtenstein, Parks & Facilities Development Manager City of Dublin 100 Civic Plaza Dublin, CA 94568 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 EXttlBIT A SCOPE OF SERVICES Proiect Description Landscape architectural services for Landscape Renovation of the Dublin Sports Grounds (+/- 8 acres) of the approximately 26-acre site in Dublin. The project area shown within the limit of work (Exhibit E) includes the existing play area, drainage and tree replacement along the freeway, field improvements, drainage and underground conduit for future lighting. The capital cost of the Renovation is estimated to cost approximately $715,000. Task 1 - Provide Topographic Survey of Existing Conditions: a. Visit site to observe existing conditions. b. Review old drawings of existing sports fields. c. Lay down flight panels and control and perform aerial survey of entire 26-acre site. d. Prepare topographic survey on AutoCAD R. 14 for existing conditions of non-visible areas and areas area noted on enclosed plan showing the following: 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) Property lines, distance and bearings, per title report provided by the City. Spot elevations on 50' grid. Spot elevations at 50' on center at flowline of proposed swale. Spot elevations at 50' on center at finish grade and top of wall adjacent to 1-580. Spot elevations at the property line comer or top of curb, at intersections of: Dublin Blvd./Dublin Court, and Dublin Blvd./Civic Plaza. Location and spot elevations at four bases of seven ball diamonds. Contours interpolated at 1.0' interval. Invert elevations of storm drain pipes at drain inlets and drain boxes and outlets. Existing tree locations, genus, trunk diameter in inches 6" above fmish grade, elevation at base of mink at finish grade, measured tree canopy. Location and finish grade of above ground utilities such as drain inlets, utility boxes, light poles. Location and size of underground utilities as best available. Benchmark. Location and finish grade of objects including: picnic tables, headers, fence lines, fences, walls, site furnishings, pads, paving edges, flag pole, signs, buildings, dugouts and curbs. Task 2 - Meetings Coordination meetings are included in the base contract for the purpose of discussing design program, budgets and coordination with the Owner. In addition Carducci will conduct two public meetings to receive input from user groups and present the preliminary design. Carducci will also include two presentations, one to Parks and Community Services Commission and one to City Council. Task 3 - Preliminary Design Carducci will prepare an illustrative Preliminary Design incorporating pertinent public comments. This plan should graphically illustrate the limits of work, proposed improvements, and potential impacts to adjoining areas. In addition, Carducci will: a. Prepare a landscape development plan. b. Prepare schematic design for the sports lighting at the renovated soccer field and adjacent baseball field. c. Provide a schematic design for the renovated playground area. d. Prepare a probable cost of Phase I improvements. · e. Coordination with outside agencies such as DSRSD or Caltrans for landscape planting, irrigation or site issues applicable to this contract. Task 4 -Design Development Carducci wil! prepare design development (50% CD's) for City review and comment. The DD documents will include: outline specifications, details, preliminary grading and drainage, proposed planting,-erosion control, etc. These will be coordinated and reviewed in house for their completeness, accuracy, and proper coordination between disciplines. Task 5 - Construction Documents Carducci will prepare Construction Documents (90% CD's) for City review and comment. The CD documents will include: a. ' Demolition and Tree Protection Plan: Detailed plan identifying removal or protection o.f existing materials. b; Layout Plan: Detailed horizontal control plan and related details, identifying materials and their location including the play area. c. Grading and Drainage Plan: Detailed vertical control plan and related details. d. Planting.Plan: Detailed planting plan fOr areas developed within the contract limits, including botanical names, common names, sizes and related details. e. Landscape Irrigation Plan and Details: Detailed layout of sprinkler heads, piping and valves to provide a total operative system. f. Specifications: Final specifications for aforementioned work will be in note form on the drawings. g. · Cost evaluation for improvements based on our best opinion of costs at the date of the estimate. TaSk 6 - Bid Documents After incorporating comments from the City, Carducci will prepare Final Bid Documents. Task 7 - Bid and Award Assist Owner in the bidding procedure as required. This will at a minimum include; attending a pre-bid meeting, responding to contractor's questions, issuing addendums, and reviewing the bids. Task 8 - Construction Administration Construction administration shall consist of review of contractor's submittals and requests for information for compliance with current codes, plans and specifications and a .maximum of 10 visits to the site at intervals appropriate to the stages of job construction or completion to determine general conformity of the work to the plans and specifications. This is not a full-time or exhaustive inspection and the Landscape Architect shall not be responsible for job safety, Construction methods or sequences, or work that has been negligently and incorrectly installed by the contractor. a. Pre-construction meeting after selection of the contractor. b. Intermediate reviews during construction. c. Site observation and punchlist prior to the commencement maintenance period. do of the landscape contractor's Site observation and punchlist for acceptance of landscape contractor's work. Further site visits, if requested, will be billed as extra services per the hourly rate listed in Exhibit B. EXttlBIT B PAYMENT SCHEDULE CITY shall pay CONSULTANT an amount not to exceed the total sum of $90,500 (Ninety Thousand Five Hundred Dollars) for services to be performed pursuant to this agreement. CONSULTANT shall submit invoices; not more often than once per month, based upon the work completed on each task identified in EXHIBIT A "Scope of Work". The parties understand that such amount does not include post project acceptance claims processing services that may be provided pursuant to C. "Extra Services". Bo The corresponding not to exceed fee for tasks numbered 1, 2, and 3 shall be as follows: Task 1 - Survey $ 17,500 Task 2 - Meetings $ 3,000 Task 3 - Preliminary Design $ 6,500 Task 4 - Design Development $ 15,000 Task 5 - Construction Documents $ 30,000 Task 6 - Bid Documents $ 5,000 Task 6 - Bid and Award $ 2,000 Task 6 - Construction Administration $ 7,000 Fee Subtotal $ 86,000 Reimbursable Costs TOTAL FIXED FEE $ 4,500 $ 90,500 The Consultant will be reimbursed for expenses at cost plus 10%. The items allowable for reimbursement are as follows: Items supplied by the consultant; 1. Cost of printing and distributing 2. Cost 3. Cost 4. Cost 5. Cost 6. Cost 7. 8. of transportation/mileage. of postage, LIPS, Federal Express, etc. of progress photos. of ongoing and final clean-up, as necessary. of other items as required, with prior approval fi.om Owner. Cost of office supplies. Mileage billed at $0.33 per mile. Co "Extra Services" including, soils tests and additional site visits post project acceptance claims processing services, are to be billed on a time and material basis using the hourly rates shown below. All extra services are to be authorized by the owner in writing. HOURLY RATES: Principal- $125.00 Landscape Architect - $85.00 Clerical / Word Processing - $50.00 Do The total sum. stated in Section A above, shall be the total, which the CITY shall pay for the services to be rendered by CONSULTANT pursuant to this Agreement excluding extra services. CITY shall not pay any additional sum for any expense or cost whatsoever incurred by CONSULTANT in rendering services pursuant to this Agreement other ihan extra services. Go CITY shall make no payment for any extra, further or additional service pursuant to this Agreement unless such extra service and the price therefor is agreed to in a written Change Order executed by the City Manager, or other designated official of the CITY, authorized to obligate CITY thereto. Said Change Order shall be executed prior to the time such extra service is rendered and in no event shall such change order exceed twenty-five percent (25%) of the initial Contract price stated in Section A. In the event the Change Order exceeds this limitation, City Council approval shall be required. 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. The CONSULTANT is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of a fully executed copy of this Agreement. 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 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 tight 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 of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office form number GL 0002 (Ed. 1/73) coveting 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 or codes 8 and 9 "hired or non-owned autos" if consultant does not own any automobiles. 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 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, has been given to the City. (e) AcceptabiliW of.Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A:VII. (f) Verification of Coverage. 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 Subconsultant. All coverages for Subconsultants 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. 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 Subconsultant, 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 reasonable costs of defense), suits, and damages of every kind, nature and description directly or indirectly arising from the performance of'the work to the extent that any of the above are caused by the negligent acts, errors or omissions of the Consultant. This paragraph shall not be construed to exempt the City, its employees and officers fi-om 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. Consultants shall comply with all laws and regulations that apply to consultant's performance of this agreement and that apply to the performance of the project. 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 ~)r 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 and final payment to the Consultant or upon termination of the Agreement.