HomeMy WebLinkAbout2014-11-03 Ordinance 5280ORDINANCE NO. 5280
Ordinance of The Council Of The City Of Palo Alto Approving And
Adopting Plans For Sports-Related Improvements And Associated
Facilities Located Within El Camino Park
The Council of the City of Palo Alto does ORDAIN as follows:
SECTION 1. Findings. The City Council finds and declares that:
(a) Article VIII ofthe Charter ofthe City of Palo Alto and Section 22.08.005 of
the Palo Alto Municipal Code require that, before any substantial building, construction,
reconstruction or development is commenced or approved, upon or with respect to any land
held by the City for park purposes, the Council shall first cause to be prepared and by ordinance
approve and adopt a plan therefor.
(b) El Camino Park is dedicated to park purposes.
(c) On May 21, 2007, Council adopted a Park Improvement Ordinance No. 4952
for the underground reservoir and pump station improvements at El Camino Park. The
ordinance referenced installing a 2.5 million gallon water storage reservoir, modifying the
Lytton Station (the existing pump station at El Camino Park) by constructing a below grade
pump station and well facilities, replacing the existing above-grade structure with a similarly
sized structure, and replacing and upgrading the existing turnout and pumping equipment. The
ordinance noted that the construction would require the temporary closure of all or a part of
the park for up to a two-year period, and that upon completion of construction, the park would
be restored and improved with new facilities. It also noted that there would be no reduction in
park area and no part ofthe park will be used for a non-park usage, other than that which is
already occupied by the Lytton Station.
(d) The City intends to authorize construction of certain additional park
improvements within El Camino Park, as shown in Exhibit "A". Construction and installation of
these additional park improvements are being coordinated with the City's Utilities Department
staff in order to avoid any conflict with the completion of the reservoir and pump station
project.
(e) The following additional sports-related improvements and associated
facilities within El Camino Park have been proposed by the Community Services Department in
coordination with the Parks and Recreation Commission:
(1) Construction of a new synthetic turf athletic field (soccer/lacrosse), which
replaces the existing natural turf playing field.
(2) Construction of a natural turf athletic field (softball/lacrosse/soccer), which
replaces the original natural turf playing field.
(3) Construction of a new restroom facility, which replaces the old restroom
facility.
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(4) Construction of a new storage building for maintenance equipment.
(5) Construction of a new scorekeeper booth.
(6) Construction of an expanded parking lot with twenty-two additional spaces
and a trash enclosure.
(7) Installation of four new field lights on the north field.
(8) Installation of two new field lights on the south field.
(9) Installation of lighting conduit and footings for all new lights on the south
field, which will replace the old lights.
(10) Installation of new pathway lights.
(11) Construction of soccer catchment fencing on the north field.
(12) Installation oftwelve single loop bicycle racks which will fit up to twenty
four bicycles.
(13) The removal of three trees due to poor health and/or a conflict with the
new park improvements.
(14) Installation of a new decomposed granite pathway and three picnic tables.
(15) Installation of new landscaping, trees, fencing, benches and other amenities.
(16) Installation of a widened bike path, signage and other pathway
improvements.
(f) The improvements will avoid existing protected trees located along the
perimeter of the park.
(g) The improvements described above and as more specifically described in
Exhibit "A" are consistent with park and conservation purposes.
(h) The Council desires to approve the improvements described above and as
more specifically described in Exhibit "A".
SECTION 2. The Council hereby approves the Plan for replacement and construction
of improvements in El Camino Park and hereby adopts the Plan attached hereto as Exhibit "A"
as part of the official plan for the construction of improvements in El Camino Park.
SECTION 3. The Council finds that the Utilities Department's El Camino Park
Reservoir Project was subject to environmental review under provisions of the California
Environmental Quality Act (CEQA). A Draft Environmental Impact Report for that Project was
prepared and circulated on November 8, 2006, and a Final Environmental Impact Report ("Final
EIR") was prepared and circulated on February 8, 2007. Council certified the adequacy ofthe
Final EIR in March 2007. An addendum to the Final EIR has been prepared to incorporate the
Project modifications described in this ordinance. The Project refinements, as described above,
for the site improvements to El Camino Park would not result in new significant environmental
impacts beyond those already identified in the Final EIR, and would not increase the severity of
any significant impact previously identified.
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SECTION 4. This ordinance shall be effective on the thirty-first day after the date of
its adoption.
INTRODUCED: October 20, 2014
PASSED: November 3, 2014
AVES: BERMAN, BURT, HOLMAN, KLEIN, KNISS, PRICE, SCHARFF, SCHMID, SHEPHERD
NOES:
ABSENT:
ABSTENTIONS:
<~~
~v4 City Clerk
APPROVED AS TO FORM:
(A.LVL--~
SeniorJiepUty:City Attorney
A~-.
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DocuS!gn Envelope ID: 34192B33-0C83-4CFD-9456-72FCEF81D793
EXHIBIT A
Scope of Services for the El Camino Park Restoration Project
City of Palo Alto
COM Smith Amendment No. 3
This revised scope of services amends Exhibit aA" entitled 'SCOPE OF SERVICES" in
Amendment No. Two to Contract No. C10131396 dated September 10, 2012. The following
addition to the scope of services is necessary to address changes to the project since work
began on the project in 2012.
Background
The El Camino Park Restoration Project (a.k.a. Phase 2 Project) will restore and improve
various park and landscaping elements at El Camino Park Immediately following completion of
the City's El Camino Park Reservoir, Lytton Pump Station, and Well Project -Phase 1 (a.k.a.
Phase 1 Project) construction acOvRies. During development of the El Camino Park Reservoir,
Lytton Pump Station, and Well Project -Phase 1 design package, the City decided to make
several additional improvements to El Camino Park, rather than have it be replaced in-kind after
Phase 1 Project construction, to improve its value and usefulness to the community.
Utilities Department was the lead for the Phase 1 Project. Public Works Engineering Division is
the lead for the Phase 2 Project. The CITY's Phase 2 Project Manager is Elizabeth Ames,
Public Works Department, and Engineering Division, at P.O. Box 10250, Palo Alto, CA
94303, Telephone: 650.329.2502. The project manager will be the point of contact with
respect to performance, progress and execution of the Services. The project engineer is
Hung Nguyen, Telephone: 650.329.2548.
Several potential park restoration and improvement concepts were developed by the design
team and presented to the City and the Parks and Recreation Commission for feedback. As a
result, It was decided that the following elements would be included in the design of the El
Camino Park Restoration Project: synthetic turf north soccer/lacrosse playing field; restoration of
the existing natural turf south softbaiVmulti use playing field; new storage building for
· maintenance equipment; new scorekeeper booth attached to storage building; new restroom
facility; expanded parking lot With trash enclosure; lighting conduit and footings for all new lights
on north field; lighting conduit and footings for all new lights on south field; mulch for non-turf
areas; soccer catchment safety netting; limited tree removal; new decomposed granite pathway
with future lighting and three picnic tables.
The basis for the layout and design of all El Camino Park Restoration Project elements shall be
the package provided for the City Council Meeting held on April 23, 2012, and the Architectural
Review Board (ARB) Study Session held on May 3, 2012 (during which only minor comments
were received).
The entire park shall be available for the contractor's use during construction as the soccer and
baseball field activities shall be temporarily relocated by the City to another location. Following
construction, the contractor shall warrant the facilities for one year following substantial
completion.
AMENDMENT NO.3
CONTRACTN0.10131396
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DOCUSign EnvelopeiD: 34192B33-0CB3-4CFD-9456-72FCEF810793
Engineering seNices for this project shall include: site surveying as necessary to support the
design elements, final design, preparation of construction drawings and specifications, bid
period services, and construction phase design support services.
Scope of Services
The scope of services is divided into the following tasks.
1. Precleslgn
2. Design
3. Pre-Construction
4. Engineering Services During Construction
5. Reimbursable Expenses
6. Additional Services
1. Predeslgn
CONSULTANT shall perform the following work under this task:
• Revisions to Phase 2 landscaping alternative layouts and associated cost estimates as
may be required prior to presentation of materials by Park's Department at a future City's
Parks & Recreation Division or City Council Meeting.
• Revisions to final base grades in Phase 1 Project civil drawings, in the form of a Phase 1
construction change order, due to revised size and location of the synthetic field to be
located on the north half of El Camino Park.
Assumptions:
• CONSULTANT shall meet with City Parks and Recreation Division staff to confirm the
City's desired size, use, and features for the new north field synthetic turf surfacing and
other new park buildings and amenities.
Dellverables:
• Landscaping and architectural layout plans, renderings, and related materials will be
emailed in pdf format to the City for review and comment in preparation for the
associated meetings in which the material shall be presented.
2. Design
PrQiact Meetings
CONSULTANT shall plan for meetings with the City's Architectural Review Board (ARB) and
with other members of City's departments (User Group Meetings) during the design process, in
addition to holding internal coordination meetings with CONSULT ANT's design team members.
Consultant shall assist the City with a Public Meeting.
Approach:
CONSULTANT shall prepare drawings, Including architectural renderings in plan and profile, of
the above ground structures and landscaping for presentation to the ARB. Two meetings are
planned: One to Introduce the 65% design elements to the ARB and receive their suggestions,
and a second presentation to confirm CONSULTANT's Incorporation of suggestions into the
100% design and hear any final comments prior to completing the Bid Set. Attendance at
additional public meetings such as City Council, and the Parks and Recreation Commission are
excluded.
AMENDMENT NO.3
CONTRACT NO. 10131398
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DocuSign Envelope ID: 34192B33..()C834CFD-9456-72FCEF810793
Up to four User Group workshops are planned during the design phase. Workshops are
anticipated to Include the following: Project Kick-off Meeting; 65% User Group Meeting; 90%
User Group Meeting; and 1 00% User Group Meeting. The ConsuHant shall determine Which
members of Its design team will be present at the User Group workshops.
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The CONSULTANT shall assist with developing materials to support a Public Meeting for
presentation of the El Camino Park Restoration Project.
• CONSULTANT shall prepare a power point presentation and up to 9 presentation
boards for a public meeting to present the current park design and the lighting design.
• One (1) of the nine (9) boards will reflect park sports field photometric design showing
lighting levels with all less than 50 feet tall and lighting levels with 70 feet tall poles.
• ConsuHant shall prepare an exhibit with field lighting design for four pole-mounted lights
as presented to the ARB at the meeting held on 12119/2013.
• CONSULTANT shall attend one (1) public meeting with City staff.
Assumptions:
The City's User Group will include project management from the Community Services
Department, a utilities engineering representative, construction, operations, maintenance, traffic,
planning, public works storm division, and water quality staff. City staff will prepare meeting
summaries and action Item lists.
Dellverables:
• Proposed agenda prior to each workshop-electronic and paper copies.
• Draft versions of the public meeting materials shall be emailed In pdf format to the City
for review and comment prior to the meeting. Final versions shall be emailed to the City
or brought by CONSULTANT to the meeting.
66 Percent Design Sybmlttal
The objective of this task is to provide the City with an Interim set of documents at
approximately 65 percent through the design process. With these documents the City shall be
able to confirm that its understanding of the project facilities from the preliminary design work is
being appropriately implemented.
Approach:
Drawings and specifications shall be in progress and will not be complete. However, it Is
Important for the City to review the concepts and approaches shown thereon before the design
progresses significantly further.
This submittal packages shall contain:
• Symbol, abbreviation, and standard legend drawings.
• Civil grading and drainage site plans.
• Civil yard and·irrigatlon piping site plans.
• Building plan views for architectural, structural, and mechanical disciplines.
• Electrical site plans with major duct bank routing and outdoor lighting locations.
• Electrical single One drawings.
• Typical details for civil, structural, architectural, and electrical disciplines.
• Other drawings in progress that would be useful for review.
• Lists of drawings and specification sections anticipated for the Bid Set.
AMENDMENT NO.3
CONTRACTN0.10131398
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DocuSign Envelope 10: 34192833-0CB3-4CFD·9456-72FCEF81D793
• Specifications In progress.
• Project construction schedule (provided 2 weeks following delivery of the design
package).
• Updated preliminary construction cost estimate (provided 2 weeks following delivery of
the design package).
• List of specific questions for City review and r~sponse.
One User Group workshop shall be held in conjunction with the delivery of this submittal. It shall
be facilitated by CONSULTANT and shall serve to Introduce the construction documents to the
submittal reviewers.
The City shall review and provide consolidated written comments upon this submittal to
CONSULTANT. These comments shall be provided in a Microsoft Word. CONSULTANT shall
write responses to all City comments and incorporate these comments Into the next design
submittal.
CONSULTANT shall complete an internal quality assurance and quality control review at this
stage concurrent with the City's review. Results of this review shall be incorporated into the next
design progress submittal. ·
Assumptions:
It is assumed that the El Camino Park Restoration Project shall include the design of the
following principal facilities:
1. Synthetic turf north soccer playing field;
2. Natural turf south softball/lacrosse playing field;
3. New restroom facility ;
4. New storage building for maintenance equipment;
5. New scorekeeper booth, attached to storage building;
6. Expanded parking lot with trash enclosure;
7. Lighting conduit and footings for all new lights on north field and new pathways;
· 8. Lighting conduit and footings for all new lights on south field;
9. Mulch for non-turf areas;
10. Soccer catchment fencing;
11. Bike racks;
12. Limited tree removal;
13. New decomposed granite pathway and three picnic tables;
14. Arboretum design.
Additional assumptions include:
• The basis for the layout and design of all El Camino Park Restoration Project elements
shall be the package provided for the ARB Study Session held on May 3, 2012 (during
which only minor comments were received), Which includes the El Camino Park site plan
graphics package prepared for the City Council Meeting on April 23, 2012.
• Consultant shall analyze the existing loading of the existing park electric service and
transformer to determine if the existing transformer can support the additional lighting
load. If the loads exceeded the capacity of the existing transformer, Consultant will
provide the calculated loads to City. The City shall coordinate the replacement of the
transformer with CPA's Utilities. However, Consultant's scope of this task shall also
Include sizing for the main switch gear.
AMENDMENT NO. 3
CONTRACT NO. 10131398
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DocuSign Envelope ID: 34192833-0C83-4CFD·9456-72FCEF81D793
• Consultant shall prepare the field lighting design for 4 pole-mounted lights as presented
to the City's Architectural Review Board (ARB) at the meeting held on 12/19/13.
• Consultant shall prepare a final photometric plan representing the lighting levels on the
field as well as the limits of spill-over lighting based on staff, community, board and
commission feedback. The lighting levels will be represented in foot candles as both
spot levels and contours.
• Consultant shall work with the City and the proposed field lighting manufacturer, to
specify a lighting control scheme and product line.
• Based on City-provided information and expectations for the Interpretive signage and
plant materials for the Arboretum, CONSULTANT shall provide complete detailing and
specifications for the design packages.
• Consultant shall assume up to 10 new trees may need Irrigation valves and bubblers.
• This scope of work shall not Include layout or design of the dog park area or other
improvements that the City plans to locate north of Alma Street.
• This design submittal shall be reviewed by the City's User Group.
• Drawings and specifications shall be prepared to CONSULTANT standard format,
layering and fonts: City's standard border shall be used if provided.
• City shall be responsible for developing the Division 0 contracting document associated
with the project (contracting conditions, General Construction, Special Provisions, etc).
• Drawings shall be prepared in Autocad 2011.
• The City shall provide one consolidated set of review comments (paper and electronic
copy) on the 65 percent submittal within 14 calendar days of submission.
CONSULTANT may continue to work on the design during this interim period.
• The City shall provide an electronic copy of its current and standard specification
Division 0 and 1 sections for CONSULTANT to edit for this project. CONSULTANT shall
add Division 1 specification sections for this project.
• The contract documents shall be based upon a competitive, public works bidding
process.
• The estimated construction schedule shall be prepared using Microsoft Project®
software.
• The existing El Camino restroom and other facilities for demolition do not contain
hazardous materials such as lead paint, asbestos, PCBs, PCB caulking, heavy metals,
VOC or petroleum contaminated soil, contaminated groundwater etc. that needs to be
tested, treated, or remediated as part of the field services, design, or construction of this
project. If requested, these materials can be tested using Additional Services task.
• Traffic control plan, if required, shall be provided by the construction contractor.
• Materials used for building walls and roof will be similar to those used for the Lytton
Pump Station.
• All buildings shall be ventilated by natural/passive means. Forced ventilation and air
conditioned heating and cooling are not Included.
• Restrooms will not have heated water.
• Parking lot drainage patterns will be consistent with existing drainage patterns (i.e., from
west to east where it ponds until it evaporates).
• Design does not include extension or improvements to existing storm drains.
• Design will not improve existing sanitary sewer capacity or materials; no sewer
connection capacity or other sewer connection calculations or documents are required.
• No traffic counts or modeling will be provided; the study will be based solely on historic
counts and capacities provided by the City.
AMENDMENT NO. 3
CONTRACT NO. 10131398
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DocuSign Envelope ID: 34192B33-0CB:J.4CFD-9456-72FCEF81D793
Dellverables:
• Five full size set drawings; one electronic copy of the drawings on USB drive or CD-
ROM.
• Five sets of bound half-size drawings.
• Five sets of bound specifications; one electronic copy of the specifications on USB drive
orCDROM.
• One paper and one electronic copy of response to City review comments.
90 Percent Deslan Submittal
The purpose of the 90 percent submittal is to demonstrate that all City comments from the 65
percent submittal have been appropriately addressed. This Is to be essentially the complete
draft of the bid plans and specifications.
Approach: This submittal package·shall include:
• All drawings required for the construction documents.
• All specification sections, excluding those Division 0 contractual documents prepared by
the City.
• List of specific questions for City review and response.
A User Group workshop shall be held in conjunction with the delivery of this submittal. It shall be
facilitated by CONSULTANT and shall serve to present the construction documents to the
reviewers.
The City shall review and provide consolidated written comments upon this submittal to
CONSULTANT. These comments shall be provided in a Microsoft Word. CONSULTANT shall
write responses to all City comments and Incorporate these comments into the next design
submittal.
An updated construction schedule and construction cost estimate shall be provided with the 90
percent submittal. ·
Assumptions:
• This submittal shall be reviewed by the City's User Group.
• The City shall provide one consolidated set of City review comments (paper and
electronic copy) on the 90 percent submittal within 14 calendar days of submission.
CONSULTANT shall continue to work on the design during this interim period.
Dellverables:
• Five full size set drawings; one electronic copy of the drawings on USB drive or CD-
ROM.
• Five sets of bound half-size drawings.
• Fwe sets of bound specifications; one electronic copy of the specifications on USB drive
or CD-ROM.
• Agenda for one User Group workshop.
• One paper and one electronic copy of response to City review comments.
1 go Percent Dglqn Submittal
The purpose of the 100 percent submittal is to demonstrate that all City comments from the 90
percent submittal have been appropriately addressed, and that the documents are ready for City
AMENDMENT NO.3
CONTRACTN0.10131396
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Building Department Review. This is to be essentially the complete draft of the bid plans and
specifications. The Building Department submittal shall be sealed by the responsible
engineer/architect and signed by Califomia PE or architect as appropriate.
Approach:
This submittal package shall Include:
• All drawings required for the construction documents.
• All specification sections, excluding those Division 0 contractual documents prepared by
the City.
• List of specific questions for City review and response.
A User Group workshop shall be held in conjunction with the delivery of this submittal. It shall be
facilitated by CONSULTANT and shall serve to present the construction documents to the
reviewers.
The City shall review and provide consolidated written comments upon this submittal to
CONSULTANT. These comments will be provided in a Microsoft Word. CONSULTANT shall
write responses to all City comments and incorporate these comments into the building permit
submittal.
Assumptions:
• This submittal shall be reviewed by the City's User Group.
• The City shall provide one consolidated set of City review comments (paper and
electronic copy) on the 90 percent submittal within 14 calendar days of submission.
CONSULTANT shall continue to work on the design during this Interim period.
Dellverables:
• Five full size set of drawings; one electronic copy of the drawings on USB drive or CD-
ROM.
• Five sets of bound half-size drawings.
• Five sets of bound specifications; one electronic copy of the specifications on USB drive
or CD-ROM.
• · Agenda for one User Group workshop.
• One paper and one electronic copy of response to City review comments.
Bid Set Submittal
This subtask includes the remaining work to complete the project construction documents.
Approach:
The Bid Set submittal shall be sealed by the responsible engineer/architect and signed by
Callfomia PE or architect as appropriate, and shall comprise complete biddable construction
document originals with all comments addressed from the 100 Percent design submittal.
Assumptions:
CONSULTANT shall print the construction documents for bidding and will retain ten sets for
CONSULTANTs use during the bid period.
Dellverables:
• Five full size set of drawings; one electronic copy of the drawings on USB drive or CD-
ROM.
AMENDMENT NO.3
CONTRACT NO. 10131396
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• Fave sets of half-size drawings and specifications.
• Two electronic copies of the drawings and specifications on USB drive or CD-ROM.
• One paper and one electronic copy of the final construction cost estimate.
• One paper and one electronic copy of the final project construction schedule.
3. Pre..Constructlon
During the pre-construction (bid) period, the City will receive questions and general inquiries
from general contractors, subcontractors, and vendors on specific aspects of the construction
documents. These questions and Inquiries often require written clarification to further
communicate the project's requirements. Additionally, one pre-bid conferences and job walk
shall be held to provide bidders with a formal opportunity to familiarize themselves with the
project sites. The purpose of this task is to answer bid period questions and assist the City in
conducting the pre-bid conferences and pre-bid site visits.
Approach:
CONSULTANT's pre-construction period services shall consist of the following work:
• Review and respond to bidder (general contractors, subcontractors, and vendors)
questions as directed by the City.
• As required, prepare and distribute to the City for distribution by the City, addenda
describing clarifications and revisions to the contract documents.
• Attend and assist at the pre-bid site visit.
Assumptions:
• The City shall distribute contract documents to potential bidders, maintain the bidders
lfst, copy and distribute addenda, arrange and direct the pre-bid conference and job
walk, and conduct the bid openings.
• One pre-bid conference which shall include a job walk.
Deliverables:
Original camera ready copy of addenda, as required.
4. Engineering Services During Construction
CONSULTANT shall work directly with the City and the Construction Manager during the
construction phase of the project on an as-needed basis and as described below.
CONSULTANTs work shall not include construction management, resident engineering,
startup, testing, construction inspection, special inspection services, or punchlist generation.
CONSULTANTs contract shall not include subcontractors for special inspection services,
geotechnical testing, materials testing, or arborist services.
Submittal Reyjew
The purpose of this subtask is to provide the review of shop drawings, product data, and
samples submitted. by the contractor to the City.
Approach:
The Construction Manager (CM) shall transmit to CONSULTANT all technical submittals
provided by the general contractor for CONSULTANT's review, comments, and
recommendations as to how to respond to each submittal. In so doing, CONSULTANT shall
select from the fo~r review categories listed in the City's standard specifications: 1) No
AMENDMENT NO.3
CONTRACT NO. 10131398
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Exceptions Taken; 2) Make Corrections Noted; 3) Revise & Resubmit; 4) Rejected.
CONSULTANT shall maintain a log of submittals In a Microsoft Excele spreadsheet for internal
management and coordination with the Construclion Manager.
Assumptions:
1 The number of submittals and re-submittals shall be no more than 56.
1 CONSULTANT shall write a summary memorandum of comments rather than annotate
all copies of the submittal wherever possible. Only a very few submittals will require
direct annotations (for example, some rebar placement drawings).
1 CONSULTANT shall not be required to track submittal review labor hours or costs for
individual submittals.
1 The Construction Manager shall review schedule, progress payment, and contractual
issue submittals from the general contractor. The general contractor shall not be allowed
to submit multiple submittals for the same basic topic that unnecessarily increase the
number of submittals (for example, guardrail embeds locations separately from the
guardrails).
Submittal review shall determine if the Items covered by the submittals will, after Installation or
incorporation in the work, conform to the requirements of the construction documents and be
compatible with the design concept of the completed project as a functioning whole as indicated
fn. the construction contract documents. Submittal review and approval shall not extend to
means, methods, techniques, sequences or procedures of construction (except where a
particular means, method, technique, sequence or procedure of construction Is specifically and
expressly called for by the construction contract documents) or to safety precautions or
programs incident thereto.
Dellverables:
One copy of review comments for each submittal.
Sjte VJslts and Muting Attendance
Periodic site visits, meeting attendance, and telephone conference calls shall be required to
complete intermittent technical review, specialty inspection, understand the progress of the
construction, aid In resolution of requests for information and requests for clarifications, view
architectural finishes, and to coordinate work with the Construction Manager. The deliverables
listed below shall be prepared and submitted.
Approach:
1 CONSULTANT shall make periodic site visits to observe the work and advise the
Construction Manager if the work observed during the visit Is being conducted so that
the completed work of the construction contractor will in general conform to the design.
1 CONSULTANT shall answer questions on the construction documents from City or
Construction Manager.
1 CONSULTANT shall attend progress meetings and attend special technical meetings
with the Construclion Manager and construclion contractor, when requested and within
the limits of the task budget.
Assumptions:
• Up to 20 person trips shall be required for weekly progress meetings and attenq special
technical meetings (assuming a 6 hour average trip).
1 Meeting minutes for all meetings with be taken and prepared by others.
AMENDMENT NO.3
CONTRACT NO. 10131398
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Except to the extent specifically identified elsewhere in the Agreement, CONSULTANT shall not
during site visits during the construction phase, supervise, direct, of have control over any
Contractor's work nor shall CONSULTANT have authority over or responsibility for the means,
methods, techniques, sequences, or procedures of construction selected by Contractor, for
safety precautions and procedures and programs incident to the work of the Contractor, or for
any failure of Contractor to comply with Jaws, rules, regulations, ordinances, codes, or orders
applicable to Contractor furnishing and performing their work.
Deliverab/es: None.
Clarifications Reylaw
During the construction period, the general contractor will ask questions on details of the
contract, substitutions, and aHernative approaches. Change orders may be required to address
unforeseen conditions and provide clarifications of the contract documents. The purpose of this
subtask Is to review general contractor questions and provide written clarifications for City
review and use by the Construction Manager. The deliverables listed below shall be prepared
and submitted by CONSULTANT.
Approach:
CONSULTANT shall Interpret the contract documents, review unforeseen site conditions, and
review alternative proposals by the construction contractor presented in Requests for
Information (RFI's) or Requests for Clarifications (RFC's). Activities shall typically Include
receiving and logging the request (email, letter, fax, or telephoned questions), researching the
question, preparation of a written response, and coordination with construction management
staff.
Assumptions:
• The number of clarification requests shall be no more than 24.
• Clarification requests related to the general contractor's means and methods shall be
returned with the comment that the general contractor is responsible for means and
methods.
• The goal is to respond to clarification requests within 7 calendar days. Approximately 10
percent of the total, designated as high priority, shall be answered within 2 working days.
• Responses will typically be emailed to the Construction Manager.
Deliverables:
Memoranda or forms with responses to clarifications. These shall be emailed to the
Construction Manager.
Change Order preparation and Rey!ew
During the construction period, construction change orders may be required to address
unforeseen conditions, new information, and resolve inconsistencies within the contract
documents. The City may also wish to add work to this project for a variety of reasons. The
Construction Manager will ask questions about the project and discuss issues with
CONSULTANT. The purpose of this subtask is to provide support in construction issues,
construction change orders and related activities.
Approach:
AMENDMENT NO. 3
CONTRACT NO; 10131396
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Design, write, and review change order documentation. Anticipated assignments may include:
assistance in preparing requests to the general contractor for proposals for extra or ·changed
work; assistance in research or contract documents to determine if work proposed by the
general contractors for Inclusion In a change order should be considered extra work for which a
change order Is appropriate: review of design calculations and Intent: discussions with City staff;
and review of cost estimates.
Assumptions:
• Construction change orders shall solely be to support the project scope of work at bid
date.
• Change order documentation shall not be drawn in computer generated form if hand
drawn sketches or markups shall adequately describe the work required.
• A total of 4 construction changes of varying size are assumed.
Deliverables:
• Emalls and memoranda on contractor requests that work be considered uextra."
• Change order documentation -drawings, sketches, specifications.
• Supporting documentation of reasons to accept, modify, or refuse to issue contractor
requested change orders.
5. Reimbursable Expenses
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, In-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. The City shall
reimburse the CONSULTANT for the following reimbursable expenses at cost not to exceed the
total amount shown below. Examples of the Reimbursable Expenses for which CONSULTANT
shall be reimbursed are any items were not Included in the Contract and Amendment Nos. 1, 2
&3:
• Outside service printing/copying of drawings and documents.
• Software purchase and licensure on behalf of the client.
• Postage, delivery and messenger service.
• Photographic and digital Imaging.
• Architectural renderings and scale models.
• Travel expenses
• Sub-consultant costs over and above those included in Basic Services.
• Presentation boards.
• Facilitation tools.
• Workshop accessories.
• Workshop facilitation materials
All requests for payment of expenses shall be accompanied by appropriate backup information.
6. Additional Services
Approach:
CONSULTANT shall provide the following additional services on an if-and as requested basis
witHin the limits of the available budget:
AMENDMENT NO. 3
CONTRACT N0.10131396
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• Testing for hazardous materials such as lead paint, asbestos, PCBs, PCB caulking,
heavy metals, VOC or petroleum contaminated soil, contaminated groundwater etc. at
the project sites or existing facilities.
• Pothollng (non-destructive excavation) to determine location of underground utilities.
• Review of additional submittals, RFis, attendance at additional meetings beyond the
budget allocated above.
• Other project-related work that is not included above.
• Use of any portion of the additional services budget shall require written direction from
the City's Project Manager prior to proceeding with any of the services noted below. The
City may, at Its sole discretion, decline to authorize any or all work described herein.
Exceptions to the El Camino Park Restoration Project Scope:
It Is understood that the following are not included In the services scoped above:
a. Design of City-power distribution (primary conduits) to the park transformer,
b. Phase I Environmental Assessment, Phase II Subsurface Investigation, and asbestos
and lead containing material investigation and report,
c. Geotechnical investigation, report and monitoring,
d. Environmental impact report or other CEQA-related updates, ·
e. Potholing to determine location and/or elevation of underground utilities,
f. Permit applications and fees, ·
g. Construction management, inspection, supervision and scheduling, and
h. Interpretive signage design
Compensation
Compensation for the additional services will be on a time and materials basis according to
CONSULTANrs Billing Rate Schedule attached to the Agreement. The total cost for the
services described herein is summarized below.
Amendment No. 3 Costs Breakdown
Tasks
Credit for Change Order No. 3 Predesign to
Add Julia Morgan Building
Credit for Change Order No. 3 Project
Meetings to Add Julia Morgan Building
Added Scope -Assistance with Public Meeting
Added Scope -North Soccer Field Lighting
Design
Added Scope-Arboretum Design (offset
w/credit from Alma St. X-Walk design)
Added Scope -25 Full Size Drawings
Added Scope -Engineering Services During
Construction for Field Lighting Elements
AMENDMENT NO. 3
CONTRACT NO. 10131396
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Amount
-$4,250
-$4,250
$10,500
$26,000
$0
$3,000
$6,250
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Added Scope -Engineering Services During
Construction for Arboretum Elements
Reimbursable Expenses
Additional Services for unforeseen issues
TOTAL
Revised Total Contract Amount
Tasks
Original Contract Total w/ Contingency
(CMR:424:09)
Amendment One (Staff Report ID #2979)
Amendment Two (Staff Report ID #3815)
Amendment Three
TOTAL
AMENDMENT NO.3
CONTRACT NO. 10131398
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$1,250
$5,000
$4,350
$47,860
Amount
$3,828,680
$1,299,122
$1,173,000
$47,850
$6,348,662