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HomeMy WebLinkAbout8.2 ParkDevConsultSvsCITY CLERK File # 1:1666-36 AGENDA STATEMENT CITY COUNCIL MEETING DATE: July 21, 1998 SUBJECT: EXHIBITS ATTACHED: Consultant Services for Park Development Standards Report by: Diane Lowart, Parks & Community Services Director A) Consultant Services Agreement B) Budget Change Form RECOMMENDATION: A) Approve Agreement and Authorize Mayor to Execute Same ou- I VB) Approve Budget Change Form FINANCIAL STATEMENT: The proposed fee for services is $14,500; a budget transfer from the Public Facilities Fee Fund Reserve is necessary. DESCRIPTION: In March of 1996, the City Council adopted Resolution No. 32-96 which established a Public Facilities Fee for future developments within the City of Dublin. The Resolution included a provision for development of Administrative Guidelines to provide procedures for calculation, reimbursement, credit or deferred payment and other administrative aspects of the fee. The Administrative Guidelines were also to address procedures for construction of designated facilities by developers. Development of the Administrative Guidelines is underway, however, in order to complete the Guidelines additional consultant services are necessary to assist with the preparation of Park Development Standards. These standards will provide developers with the necessary guidelines to assist them in the design and construction of parks to the standard that the City requires. Not only will the standards provide the City with a method to control the quality of park design and construction, they will also insure that the materials and equipment used to construct parks are consistent with what is used in other City parks. Staff has received a proposal from Singer & Hodges, Inc. for preparation of Park Development Standards. The Standards will include the following: • Statement of Objectives • User's Guide to Details and Specifications • Standard Park Construction and Landscaping Details • Standard Park Construction and Landscaping Specifications • Recommended Product Information The proposed fee for services is $14,500 and will be paid for from the Public Facilities Fee Fund. However, funds were not budgeted for this project in Fiscal Year 1998-99 so a budget transfer will be necessary. ------------------------------------------------------------------- COPIES TO: Singer & Hodges, Inc. F:\caprj cts\prkstnds\cc721 agr.doc ITEM NO. 9* Z -. Singer & Hodges, Inc. is a local landscape architectural firm who has worked for the City on a number df park projects including Kolb Park, Alamo Creek Park and the Dublin Sports Grounds, Phase 1. Singer & Hodges, Inc. has also done a number of landscape projects for the Dublin Unified School District including Dublin Elementary School Phase I, Dublin High School Baseball and Softball Field Renovation and numerous play area renovations at the elementary schools. Consequently, the firm is very familiar with the quality of park design and construction that the City desires. Staff has prepared the documents necessary to execute an agreement with Singer & Hodges, Inc. (Exhibit A) and recommends that the City Council approve the Consultant Services Agreement and authorize Mayor to execute same. Further, Staff recommends that the Council approve the Budget Change Form (Exhibit B). ~ . . . . AGREEMENT BETWEEN CITY OF DUBLIN AND SINGER & HODGES, INC. FOR CONSULTANT SERVICES PARK DEVELOPMENT STANDARDS THIS AGREEMENT is made at Dublin, California, as of July 21, 1998, 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 EQillPMENT. 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. EXffiBITS. 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. Philip Singer, ASLA Singer & Hodges, Inc. 5 Crow Canyon Court, Suite 200 San Ramon, CA 94583 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 of2 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 2 of2 . . . EXHIBIT A . I. SCOPE OF SERVICES Landscape Architectural Services Singer & Hodges, Inc. shall perform the following landscape architectural services: A. Initial Planning 1. Consultant and City staff to meet to discuss the general scope, form and content of the Park Development Standards. 2. For discussion and review purposes the Consultant shall present examples of Park Development Construction Standards currently in use by other agencies. 3. Based on City staff direction and criteria set out at the initial meeting, the Consultant shall prepare a table of contents, report outline and list of recommended details and specification sections for City staff review and approval. B. Draft Standards 1. Consultant shall prepare a first draft of the Park Development Standards (details and specifications) for City staff review and comment. . 2. City staff shall review the draft Park Development Standards and shall communicate any required revisions, additions or deletions to the Consultant. 3. Consultant shall meet with the City staff to review the draft standards and to discuss recommended revisions and additions. C. Park Development Standards 1. Based on City staff review of the draft standards and City staff direction and criteria, the Consultant shall prepare the fInished Park Development Standards. 2. The Park Development Standards shall include the following material: . Statement of Objectives . User's Guide to Details and Specifications . Standard Park Construction and Landscaping Details . Standard Park Construction and Landscaping Specifications . Recommended Product Information . 3. City staff shall review the finished Park Development Standards and provide the Consultant with required revisions. Exhibit A Page 1 of2 Exhibit A Page 2 of2 4. Consultant shall incorporate the required revisions into the standards and shall provide the City with [mal hard copy and electronic file (disk) of the Park Development Standards. D. Additional Conditions The City of Dublin shall provide relevant existing information and copies of current City Standards necessary for the completion of landscape architectural services described in this consultant services agreement. . . . . . . EXHIBIT B PAYMENT SCHEDULE A. City shall pay Consultant an amount not to exceed the total sum of $15,400.00 (Fifteen thousand, four hundred dollars and no cents) 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 ExmBIT A "Scope of Services". B. Reimbursable Expenses are in addition to the compensation for services 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 below. . 1. 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. 2. CAD-related expense including plotting Singer & Hodges, Inc.'s translation of data to formats other than AutoCAD, modem costs, duplicate disks, and special software required by City. 3. Expense of renderings, models, and mock-ups requested by the City, nQ1 included in the scope of Landscape Architectural services. 4. Expense of courier service and express mail requested by the City. C. Any required extra services, in addition to those indicated above as authorized by the City, shall be billed at the hourly rates listed below. HOURL Y RATES: Principal Associate Draftsperson Clerical 1 Clerical 2 $95.00 per hour $75.00 per hour $50.00 per hour $40.00 per hour $35.00 per hour D. City shall retain 10% of all billings for each task, until the City has determined that the scope of services pursuant to this Agreement have been satisfactorily performed. E. 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. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. F. 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. Exhibit B Page 1 of2 G. 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. H. 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 B Page 2 of2 . . . 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 of1 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 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. Exhibit D Page 1 of3 . . . 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 Covera~e. 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 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. 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. ExhibitD Page 2 of3 6. ASSIGNMENT PROlllBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assigmnent 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 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. . ExhibitD Page 3 of3 CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # . New Appropriations (City Council Approval Required): Budget Transfers: From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity Between Departments (City Council Approval ~ From New Revenues Required) Other n!!fltt~_:'gQB;~_:::::ft::f:f;:;::~t~:gIE't:~~!~~~~~:~~:::;:mM;m€Rlg'fB_~1f:~~glgt::::::;::::::: Name: Name: Park Development Standards Professional Services f~:'::::::::::gQII'tt:::::::: $14,500 Account #: Name: Expenditure Account #: 310- 8040-729-000 Name: Public Facility Fee Fund - Reimbursement $14,500 Account #: Revenue Account #: 310-1000-570-000 Name: Name: Account #: Name: Account #: Name: Account #: Name: Account #: Name: Account #: Name: Account #: Name: Account #: Account #: REASON FOR BUDGET CHANGE ENTRY: To provide funds for consultant services in order to prepare Park Development Standards for the City of Dublin. The Standards will be used as a guide for developers in the design and construction of City parks. City Manager: Date: Signature '1',"'1I~PPf9y~4at:Ws,g~1Yqqij#9!~'iYf#;mg9~;, D~UE> Mayor: Date: Signature . Posted By: Date: Signature