HomeMy WebLinkAboutStaff Report 319-10TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE: AUGUST 2, 2010 CMR:319:10
REPORT TYPE: CONSENT
SUBJECT: Approval of Contract Amendment No. One with Callander Associates
Landscape Architecture, Inc., to Add $14,829 for Greer Park
Renovation Construction Administration Services for a Total Contract
Amount Not to Exceed $191,015 -CIP #PE-09002
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute Amendment No. One to Contract No. C09126814 with Callander Associates Landscape
Architecture, Inc. (Attachment A), in the amount of $14,829 for construction administration
services for the Greer Park Renovation and Pump Station Replacement Project, CIP #PE-09002.
The amended contract amount for project design and construction administration services would
total $191,015.
BACKGROUND
On August 4, 2008, Council approved Contract No. C09126814 with Callander Associates
Landscape Architecture, Inc., in the amount of $176,186 for landscape and engineering design
services for the Greer Park Renovation and Pump Station Replacement Project, CIP #PE-09002
(CMR:333:08). The contract included a relatively small allowance of $12,150 for the consultant
to assist staff with administration tasks during project construction. At the time, the project was
being managed by a professional landscape architect in the Public Works Engineering Division,
who was qualified to review landscape-related contractor submittals and inspect planting and
irrigation system improvements in the field. On December 14, 2009, Council approved Contract
No. C10134205 with Elite Landscaping, Inc., in the amount of$1,220,075 for construction of the
Greer Park Renovation and Pump Station Replacement Project (CMR:423:09).
DISCUSSION
In February 2010, shortly after the start of construction on the Greer Park Renovation Project,
the staff landscape architect managing the project retired from the City and the position was
frozen. The project is now being managed by a civil engineer in the Public Works Engineering
Division with less project-specific knowledge and less expertise in landscape architecture. As a
result, there is an increased need for assistance from the landscape architecture consultant in
reviewing contractor submittals, responding to requests for information, inspecting irrigation and
reclaimed water pump station improvements, and preparing record documents upon completion
of the work. Staff has worked diligently throughout the project to-date to minimize the use of
CMR:319:1O Page 10f2
the consultant in administering the project. In order to bring the project to a successful
completion, however, it will be necessary to increase the construction administration portion of
the consultant contract. Upon approval of Amendment No. One, the construction administration
budget for the proj ect will total $26,979, which is approximately 2 % of the construction cost and
well under the standard allowance for such services on City capital improvement projects.
Staff has been working cooperatively with the project contractor to reopen portions of the park as
the renovation work progresses. For example, the soccer and softball fields at the north end of
the park and the park restroom were reopened for public use on June 15, 2010, in time for the
peak summer soccer season. The remaining playing fields will be ready to open by September 1,
2010 in order to accommodate additional organized sports activity. The balance of the park
renovation, including the construction of new picnic areas and pathways at the comer of West
Bayshore Road and Colorado Avenue, is scheduled to be completed by the end of October 2010.
RESOURCE IMPACT
Funds for this contract amendment are available in the approved budget for Capital Improvement
Program Project #PE-09002.
ENVIRONMENTAL REVIEW
This is not a project under the California Environmental Quality Act (CEQA) pursuant to Section
21065 of the Public Resources Code.
ATTACHMENTS
Attachment A: Amendment No. One to Contract No. C09l26814
PREPARED BY:
DEP ARTMENT HEAD:
CITY MANAGER APPROV AL
CMR:319:10
J TERESI
&:in~f. gA~_
GLENN S. ROBERTS
Director of Public Works
Page2of2
ATTACHMENT A
~
CITY OF PALO ALTO CONTRACT NO. C09126814
AMENDMENT NO. 1 TO CONTRACT NO. C09126814
BETWEEN THE CITY OF PALO ALTO AND
CALLANDER ASSOCIATES LANDSCAPE ARCHITECTURE, INC.
This Amendment No. 1 to contract No. C09126814 ("Contract") is
entered into , 2010, by and between the CITY OF PALO
ALTO, a California Charter City ("CITY"), and CALLANDER ASSOCIATES
LANDSCAPE ARCHITECTURE, INC., a corporation in the state of
California with offices located at 311 Seventh Avenue, San Mateo,
CA 94401 ("CONSULTANT").
R E CIT A L S:
WHEREAS, the Contract was entered into between the
parties for the provision of professional consulting replace the
existing pump station and irrigation system at Greer Park, to
renovate the children's play area and other areas within the park,
and to design and implement improvements to the undeveloped portion
of the park ("Project"); and
WHEREAS, the parties wish to amend the Contract to
increase the scope of services and compensation;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION 1. Section I, SCOPE OF SERVICES, is hereby
amended to add the following:
"CONSULTANT shall perform the Services described in Exhibit "A",
as revised in accordance with the terms and conditions contained in
this Agreement. The performance of all Services shall be to the
reasonable satisfaction of CITY."
SECTION 2. Section 4, NOT TO EXCEED COMPENSATION, is
hereby amended to read as follows:
"The compensation to be paid to CONSULTANT for performance of the
Services described in Exhibit "A", as revised including both
payment for professional services and reimbursable expenses, shall
not exceed one hundred seventy-five thousand fifteen dollars
($175,015.00). In the event Additional Services are authorized, the
total compensation for services and reimbursable expenses shall ,not
exceed one hundred ninety-one thousand fifteen dollars
($191[015.00). The applicable rates and schedule of payment are
set out in Exhibit "C", entitled "COMPENSATION[" which is attached
to. and made a part of this Agreement.
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S:ATT/USERS/OFFICE FORMS/City Approved Contracts 3/20/07 (REV)
CITY OF PALO ALTO CONTRACT NO. C09126814
CONSULTANT shall not receive any compensation for Additional
Services performed without the prior written authorization of CITY.
Additional Services shall mean any work that is determined by CITY
to be necessary for the proper completion of the Project, but which
is not included within the Scope of Services described in Exhibit
"A" .
SECTION 3. The following exhibit(s) to the Contract are
hereby amended to read as set forth in the attachment(s) to this
Amendment, which are incorporated in full by this reference:
EXHIBIT "A":
EXHIBIT "C":
SCOPE OF SERVICES
COMPENSATION
SECTION 4. Except as herein modified, all other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
CITY OF PALO ALTO:
City Manager
APPROVED AS TO FORM:
Sr. Assistant City Attorney
S,ATT/USERS/OFFICE FORMS/City Approved Contracts
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CONSULTANT:
CALLANDER ASSOCIATES LANDSCAPE
ARCHITECTURE, INC.
3/20/07 (REV)
CITY OF PALO ALTO CONTRACT NO. C09126814 -Amendment One
Task 1 -PROJECT STARTUP
Consul tant shall:
EXHIBIT "A" -Revised
SCOPE OF SERVICES
1.01 Attend one initial meeting with City staff to review design program, schedule, budget,
project goals, and available base information. Prepare meeting summary and written design
program. (Staff Meeting #1)
TASK 2 -PRELIMINARY INVESTIGATION AND DESIGN
Consultant shall:
2.01 Gather and evaluate existing park record drawings (furnished by City) and other available
base information for the site. Obtain an electronic copy of City's topographic survey for the
annex.
2.02 Conduct a topographic survey of the existing park improvements exclusive of the annex
(topographic survey of annex to be provided by City in AutoCAD for incorporation into overall
site survey). Survey to be prepared at a scale of 1" = 30'. Combine field survey with survey
provided by City into a composite drawing suitable for development of base sheets.
2.03 Inventory existing conditions and above grade features on the annex site and children's
play area. Conduct an operational inspection of the existing pump station and irrigation system.
Photograph existing conditions for meetings and in-house use. Obtain up to two (2) soil samples
in the annex area for horticultural soils testing by Soil and Plant Laboratory of Santa Clara for
soils analysis and general amendment and fertilizer recommendations for landscape areas. The
lab recommendations will be incorporated into the soil preparation specification.
2.04 Review municipal codes and applicable environmental clearance requirements and
prepare a permitting requirements matrix summarizing agencies, jurisdictions, fees, permit type
and permit processing requirements. Matrix to include any environmental heath permitting
requirements that may be triggered by upgrades to non-potable and potable water services.
2.05 Pump Station: As multiple solutions are available to address the deficiencies of the
existing pump station, the preliminary design phase includes development and evaluation of
alternatives. All alternatives will show new water service(s) to the new pump station to address
the recharge deficiencies of the existing make-up lines. Concepts will be developed delineating
alternatives to facilitate selection by City. Alternatives include:
Horizontal Centrifugal Pump: Installed adjacent to existing pumps to minimize down time
during "switchover". Horizontal centrifugal pump concept plan to be prepared at a scale of W' =
1'-0".
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Vertical Turbines: Installed over the existing tank. Vertical turbine concept plan to be prepared
at a scale of W' = l' -0".
Prefabricated or Custom Pumps w/Wet Well: Wet well installed adjacent to existing well, and
may be interconnected. System available for testing and evaluation before switchover. Wet well
concept plan to be prepared at a scale of W' = 1 ' -0".
2.06 Develop two (2) preliminary play area plans for the children's play area at a scale of 1,14"
= l' -0".
Prepare two (2) preliminary annex plans for the annex at a scale of
1" = 10'.
Develop one (1) preliminary overall park plan at a scale of 1" = 3 0 ' to show other contemplated
improvements including renovation of picnic areas, dog run, pathway lighting, new fencing,
dugouts, backstops, exercise stations and new plantings.
2.07 Assemble details, catalog cuts, sketches and other information as necessary to convey
design intent. Materials assembled may include catalog cuts and photos of proposed play
equipment, site furnishings, plant palette, light fixtures, and other improvements. Assemble and
mount images on presentation board for use in public presentation.
2.08 Prepare a detailed estimate of probable construction costs for all park elements. Estimate
to be formatted to separate costs associated with required (irrigation system, pump station, play
areas) from optional (dog run, ballfield dugouts & backstops, exercise stations) improvements.
Estimate to include design and construction contingencies and allowance for inflation.
2.09Meet with City staff to present and discuss preliminary park and pump station improvement
plans, park furnishings and cost estimate. Evaluate the scope of the work and coordinate
with the City to prioritize work items. Recommend alternatives to enhance the project or
reduce costs. Prepare meeting summary. (Staff Meeting #2)
2.10 Revise preliminary park improvement plans, presentation board and estimates of
probable construction costs based on comments in staff meeting #2. Prepare a Powerpoint
presentation and large format graphics for public presentation.
2.11 Community Presentation # 1: Utilizing large format graphics and Powerpoint, present
draft preliminary design plans in a single community meeting. Solicit input from attendees and
facilitate consensus during the meeting. Record comments and prepare meeting summary.
TASK 3 -DESIGN DEVELOPMENT
Consultant shall:
3.01 Meet with staff to discuss City and Community input. Identify preferred alternative or
preferred elements of each alternative for purposes of establishing final design. Re-confirm
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project parameters including project budget and schedule as necessary to respond to program.
Record comments and prepare meeting summary. (Staff Meeting #3)
3.02 Incorporating comments from phase 2.0 community presentation and staff meeting
proceed to prepare design development plans with layout of all major elements clearly defined.
Specific drawing index to be established at the completion of this task. The index will likely
include the following:
a. cover sheet with general notes, sheet index, existing conditions legend, site and
vicinity maps (1 sheet)
b. demolition plan with notes, legend and disposition list (3 sheets, 30 scale)
c. annex area grading plan with legend and notes (1 sheet, 30 scale)
d. site construction plan with all improvements located and referenced (3 sheets, 30
scale)
e. irrigation plan with all irrigation improvements shown (3 sheets, 30 scale)
f. irrigation details including controller, valves, quick couplers, and other new irrigation
system components (2 to 3 sheets, scale varies)
g. pump station drawings including plan and elevation drawings of pump station
improvements (1 to 2 sheets, scale varies)
h. piping plans showing plan and profile of existing and new pump station service lines,
including tie-ins, cross sections and details of pump station enclosure (1 to 2 sheets,
scale varies)
1. planting plan showing new plantings throughout annex area (1 sheet, 30 scale) and
replacement plantings elsewhere in park (2 sheets, 30 scale)
J. pump station and piping details (2 to 3 sheets)
k. landscape details including planting, fencing, exercise stations and other site
furnishings as selected for incorporation in project (2 to 3 sheets, scale varies)
1. electrical site plan showing parking and pathway lighting as selected for
incorporation in project and electrical service to pumping station and controller (3
sheets, 3 0 scale)
m. electrical details including single line diagrams, panel schedules, grounding, pull box
and electrolier details (3 sheets, scale varies)
3.03Prepare technical specifications addressing all major items of work. Specifications to be
prepared in CSI format. Specification sections to be established at the completion of this
task.
Landscape specifications sections to include: demolition, site concrete, site furnishings,
irrigation, planting, landscape maintenance, soil preparation, earthwork, site drainage.
Pump Station specifications to include: performance specifications for pumps, motors, VFD's,
programmable logic controllers, valves pressure gauges, motor starters, and technical
specifications for pipeline installation including pipe material, bedding, trench excavation,
disinfection, and recycled water main labeling.
Electrical specifications sections to include: general electrical requirements, materials and
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methods, light fixtures, electrical equipment and electrical site work.
3.04 Prepare a detailed estimate of probable construction costs including an itemization of all
major items of work, unit prices (based on actual bid results), cost extensions and construction
contingencies.
3.05 Prepare an 8-1/2 x 11 bound design development booklet showing all major elements
proposed. Booklet to include:
Catalog cuts of park site furnishings: including play equipment, fencing, backstops, exercise
equipment, and other site furnishings.
Pump station information: including catalog cuts of maj or pump station components, and an
integrated Supervisory Control and Data Acquisition (SCADA) system.
Irrigation system information: including irrigation equipment catalog cuts.
Landscape improvements: including photos of proposed plant types, horticultural soils report and
tabulation of plants by seasonal color, growth rates and other selection criteria.
3.06Meet with City staff to present and discuss design development submittal including plans,
specifications, cost estimate and design development book. Identify minor modifications to
design development package to be incorporated prior to Community Presentation #2.
Prepare meeting summary. (Staff Meeting #4)
3.07 Community Presentation #2: Prepare a color rendering of the planting plan to serve as a
presentation drawing. Add labels as appropriate to further delineate key improvements. Prepare a
Powerpoint presentation to include overall plan, enlargements of select areas including park
annex, play and picnic areas. Presentation to include images culled from design development
booklet to show proposed play equipment, site furnishings and other elements as may be of
interest to the community. Powerpoint presentation to be complemented with presentation boards
to facilitate dialogue with public at completion of presentation. Note public comments and seek
consensus. Prepare meeting summary and forward to City for review and distribution.
TASK 4 -CONSTRUCTION DOCUMENTS (95% SUBMITTAL)
Consultant shall:
4.01 Meet with staff to discuss City and community input. Discuss suggested plan revisions
and reach consensus regarding appropriate incorporation. Review project parameters including
budget and schedule as warranted to respond to any program changes. Record comments and
prepare meeting summary. (Staff Meeting #5)
4.02 Incorporating comments from community presentation and subsequent staff meeting,
revise and prepare 95% complete plans. Furnish supporting data as may be required to facilitate
City plan review. Plans to include drawings for turnkey pump station showing transition from
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old to new pump systems.
4.03 Revise and update specifications. Edit as needed to incorporate geotechnical and
horticultural recommendations. Specifications to be edited to include measure and pay clauses
and bid form. 100% specifications to be furnished to City with 95% submittal.
4.04 Revise the final statement of probable construction costs as warranted to address plan
changes and most current contract cost data available. Completed estimate shall be suitable for
establishment of the "Maximum Construction Budget" as defined in Article I.B of the
Agreement for Services.
TASK 5 -CONSTRUCTION DOCUMENTS (100% SUBMITTAL)
Consultant shall:
5.01 Incorporating comments from City review, proceed to prepare 100% plans. Furnish City
with one (1) full size reproducible set of 100% submittal drawings, stamped and signed by the
appropriate licensed professional.
5.02 Update project manual as warranted and in accordance with comments received on prior
submittal. Incorporate City prepared sections including Notice Inviting Bids, Proposal
Requirements and Instructions to Bidders, Proposal and Bond Forms, and Conditions of the
Contract.
5.03 Public Meeting: Attend public meeting or present proj ect to Park and Recreation
Commission as warranted.
TASK 6 -BIDDING PHASE
Consultant shall:
6. 0 1 Provide information and assistance during the bidding phase, including answering questions
from bidders, assisting City in soliciting qualified bidders, preparing written drafts of
addenda, assisting City in evaluation of bids received, and providing written
recommendations for the award of the bid.
TASK 7 -CONSTRUCTION PHASE
Consultant shall:
7.01 Attend pre-construction meeting with the responsive low bid Contractor and City staff.
Prepare meeting summary. (Staff Meeting #6)
7.02 Provide administrative services to City including review and responses to Contractor
initiated inquiries as noted below. City shall have the primary responsibility for this phase of
services and shall be the primary point of contact with the Contractor. Services to include:
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a. Review and respond to Contractor submittals and request for substitution.
b. Respond to Contractor requests-for-information.
7.03 Provide construction support services to City in monitoring the Contractor's execution of
the work for conformance with design intent, contract requirements, schedules, and cost
limits. City shall have the primary responsibility for this phase of services and shall be the
primary point of contact with the Contractor. Services to include:
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a. Attend up to two (2) progress meetings on site to review project development and
provide clarification of design intent or recommendations for accommodating field
conditions as appropriate.
b. Provide interpretation of contract documents as required to facilitate project
implementation.
c. Review construction schedule, schedule of values, payment requests and change
order requests.
d. Prepare change orders, review Contractor's quote and advise City.
e. Perform substantial and final completion walk-thrus and assemble punchlists of
outstanding items of work.
f. Attend close-out meeting.
g. Perform up to three (3) additional site visits by as requested by the City and up to (3)
site visits by the pump design sub consultant to review the pump station installation,
testing and start-up.
h. Review and transfer record drawings onto (1) set of mylar drawings and (1) CD and
deliver to the City.
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EXHIBIT "C" -Revised
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based onthe hourly rate schedule attached
as exhibit C-l up to the not to exceed budget amount for each task set forth below.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit "A" ("Basic Services") and reimbursable expenses shall not exceed
$175,015. 00. CONSULTANT agrees to complete all Basic Services, including reimbursable
expenses, within this amount. In the event CITY authorizes any Additional Services, the
maximum compensation shall not exceed $191,015.00. Any work performed or expenses
incurred for which payment would result in a total exceeding the maximum amount of
compensation set forth herein shall be at no cost to the CITY.
CONSULT ANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY's project manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for Basic
Services, including reimbursable expenses, does not exceed $175,015.00 and the total
compensation for Additional Services does not exceed $16,000.00.
BUDGET SCHEDULE
Task 1
(Project Startup)
Task 2
(Preliminary Investigation and Design)
Task 3
(Design Development)
Task 4
(95% Construction Documents)
Task 5
(100% Construction Documents)
Task 6
(Bidding Phase -Support)
Task 7
(Construction Phase -Support)
NOT TO EXCEED AMOUNT
$2,000
$48,672
$39,899
$34,832
$13,072
$3,400
$25,479
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Sub-total Basic Services $167,354
Reimbursable Expenses $7,661
Total Basic Services and Reimbursable expenses $175,015
Additional Services (Not to Exceed) $16,000
Maximum Total Compensation $191,015
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. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subj ect to the City of Palo Alto's policy for reimbursement of travel
and meal expenses for City of Palo Alto employees.
B. Long distance telephone cellular phone, facsimile transmission and postage charges are
reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense anticipated to be more than $200.00 shall be approved in advance by the CITY's
project manager.
ADDITIONAL SERVICES
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The CONSULT ANT shall provide additional services only by advanced, written authorization
from the CITY. The CONSULTANT, at the CITY's project manager's request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONSULTANT's proposed maximum compensation, including reimbursable
expense, for such services based on the rates set forth in Exhibit C-1. The additional services
scope, schedule and maximum compensation shall be negotiated and agreed to in writing by
the CITY's project manager and CONSULTANT prior to commencement ofthe services ..
Payment for additional services is subject to all requirements and restrictions in this
Agreement
Work required because the following conditions are not satisfied or are exceeded shall be
considered as additional services:
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CITY OFPALOALTOCONTRACTNO.C09126814 -AmendmefitOne .
a. Revisions to plans subsequent to approval.
b. Supplemental unforeseen services as may be required by the City or Contractor.
c. Record document preparation.
d. Economic analysis.
e. Additional meetings, presentations or workshops other than those specifically listed in
the scope of services.
f. Evaluation or inventorying sites other than the immediate project site.
g. Change order document preparation where change order is not necessitated by an error
or omission on the plans.
h. Expert witness or other legal proceeding services.
1. Any other services not specifically indicated in the scope of services.
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