HomeMy WebLinkAboutStaff Report 7807
City of Palo Alto (ID # 7807)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 3/20/2017
City of Palo Alto Page 1
Summary Title: Rinconada Long Range Plan Historical and Cultural Evaluation
Title: Approve and Authorize the City Manager to Execute Contract
Amendment Number 1 to Contract Number C15157280 in the Amount of
$30,000 for Project Consultant David J. Powers for Historical Evaluation of
Rinconada Park Additional Services; and Approve a Budget Amendment in
the Capital Improvement Fund for Rinconada Long Range Plan (Project PE-
12003) in the Amount of $45,000
From: City Manager
Lead Department: Public Works
Recommendations
Staff recommends that the City Council:
1. Approve and authorize the City Manager or his designee to execute
Amendment No. 1 to Contract No. C15157280 with David J. Powers
(Attachment A) for $30,000 for Cultural and Historic Resource Technical
Reports Including $10,000 in Additional Services for a total contract amount
not to exceed $144,565 for the Rinconada Long Range Plan (PE-12003).
2. Amend the Fiscal Year 2017 Budget Appropriation for the Capital
Improvement Fund by:
a. Increasing the Rinconada Long Range Plan Project (PE-12003)
appropriation by $45,000; and
b. Decreasing the Infrastructure Reserve by $45,000.
Background
Council approval of the Rinconada Long Range Plan (Long Range Plan) Capital
Improvement Program project (PE-12003) in 2012 initiated the analysis and
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review of Palo Alto’s Rinconada Park, including the Junior Museum and Zoo for
future renovations and capital improvement needs. This effort preceded the
system-wide Parks, Trails, Natural Open Space and Recreation Master Plan
process that began in early 2014. The proposed Long Range Plan
recommendations include addressing changing needs and the evolving demands
for future recreation, programming, environmental and maintenance
investments.
The planning process to develop the Long Range Plan consists of three phases.
Phase 1: Specific Site and Program Analysis and Community Engagement
Development of a comprehensive inventory of Rinconada Park’s
recreational facilities and programs, and analysis of community needs.
Identification of community and stakeholder needs, interests, and
preferences for park enhancements.
Phase 2: Developing and Prioritizing Upkeep and Enhancement
Opportunities
Identification of capital projects, necessary renovations and improvements,
and prioritization of projects into implementation phases.
Phase 3: Drafting of the Long Range Plan and preparing an environmental
assessment
Review by the public, Parks and Recreation Commission (PRC) and Council,
as well as Council approval of the Long Range Plan.
Completion of an environmental assessment relating to future improvement and
expansion of the JMZ and future Long Range Plan projects using the
environmental consulting firm David J Powers & Associates, Inc. was approved in
December 2014.
Discussion
The Long Range Plan completion requires additional time and effort to analyze
the historical and cultural elements of the proposed improvements to Rinconada
Park and Junior Museum and Zoo. Based on requests from the Historic and
Architectural Review Boards, additional work is required, exceeding the initial
authorized Additional Services budget and requiring a contract amendment. The
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additional work will evaluate the entire Rinconada Park with close attention paid
to the area around the Junior Museum and Zoo including the parking lot and Lou
Henry Hoover Girl Scout house. In addition, the Long Range Plan park concept
requires an environmental assessment for adoption. Additional funding is also
being requested to add to the project overall budget to cover future additional
funding needs that will be necessary to revise and update the draft Long Range
Plan report.
Staff asked the consultant to perform additional tasks, beyond the original scope,
and together negotiated the amendment scope and terms. The additional tasks
include analysis of the historical and cultural impacts of the proposed
enhancements and additions (including the Junior Museum and Zoo project as
requested by the Historic and Architectural Review Boards), meetings and project
coordination. The increased scope requires a contract amendment of $30,000,
which includes replenishing the Additional Services budget to address any other
unforeseen needs which may arise. The requested budget amendment of
$45,000 in the CIP project addresses the $30,000 contract amendment amount,
while also providing an additional $15,000 to fund revisions to the draft
Rinconada Long Range Plan Report that will be necessary once the CEQA process
has been completed.
The Friends of the Junior Museum & Zoo funded one-half of the initial $114,565
contract with David J. Powers. Staff has not requested further funding from the
Friends, as much of the additional scope involves study of existing City buildings
and resources.
Resource Impact
Funding for this contract is budgeted in the Capital Improvement Fund Project PE-
12003, Rinconada Park Master Plan and Design. The project’s funding history is
outlined as follows:
Prior Years
Actuals &
Carryforward
FY 2017
Adopted
Budget
Recommended
Adjustment
FY 2017
Amended
Budget
Projected
Project
Total
$490,926 $5,429 $45,000 $50,429 $541,355
An adjustment to the FY 2017 budget in the amount of $45,000 is recommended
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to amend the contract with David J. Powers as well as to fund necessary revisions
to the Rinconada Long Range Plan once the consultant’s study is complete.
Policy Implications
Approval of the environmental review services for this contract is consistent with
City policies.
Environmental Review
Pursuant to the California Environmental Quality Act (CEQA), staff anticipates the
preparation of an initial study and completion of technical reports may result in a
draft Mitigated Negative Declaration for the Long Range Plan and the Junior
Museum and Zoo Projects..
Next Steps
February – May 2017: Finalize Initial Study and Reports
May2017 – June 2017: Environmental Assessment and Circulation
July 2017: Approve the Junior Museum and Zoo and Long Range Plan
Environmental Assessment
Attachments:
Attachment A: Contract Amendment C15157280
1 Revision July 20, 2016
AMENDMENT NO. 1 TO CONTRACT NO. C15157280
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND DAVID J. POWERS & ASSOCIATES, INC.
FOR PROFESSIONAL SERVICES
This Amendment No. 1 to Contract No. C15157280 (“Agreement”) is entered into March
20, 2017, by and between the CITY OF PALO ALTO, a California chartered municipal corporation
(“CITY”), and David J. Powers & Associates Inc., a California corporation, located at 1871 The
Alameda, Suite 200, San Jose, CA 95126 (“CONSULTANT”).
R E C I T A L S
A. The Agreement, dated December 1, 2014, was entered into between the
parties for environmental assessment of the Rinconada Long Range Plan
and Junior Museum and Zoo improvements.
B. CITY has determined that more environmental assessment services are
required than originally anticipated, and the parties now wish to amend the
Agreement to expand the scope of environmental assessment in
accordance with the California Environmental Quality Act (CEQA), to
increase the total compensation (including additional services) by $30,000,
and to extend the term through September 2018.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of
this Amendment, the parties agree:
SECTION 1. Section 1 of the Agreement, entitled “SCOPE OF SERVICES”, is hereby amended
to incorporate the additional services (described in Exhibit “A- Addendum”), to read as follows:
“CONSULTANT shall perform the Services described in Exhibit “A” and Exhibit “A-
Addendum” in accordance with the terms and conditions contained in the Agreement and
this Amendment No. 1. The performance of all Services shall be to the reasonable
satisfaction of the CITY.”
SECTION 2. Section 2 of the Agreement, entitled “TERM”, is hereby amended to extend
the time for completion of Services, to read as follows:
“The term of this Agreement shall be from the date of its full execution through
September 30, 2018 unless terminated earlier pursuant to Section 19 of this
Agreement.”
DocuSign Envelope ID: F481164B-1696-4805-864C-AD06569B2223
Attachment A
2 Revision July 20, 2016
SECTION 3. Section 3 of the Agreement, entitled “SCHEDULE OF PERFORMANCE”, is
hereby amended reflect the time for performance of additional Services, as set forth in Exhibit “B-
1”, to read as follows:
“Time is of the essence in the performance of Services under this Agreement.
CONSULTANT shall complete the Services within the term of this Agreement and in
accordance with the schedule set forth in Exhibit “B” and Exhibit “B-1”, attached to and
made a part of this Agreement. Any Services for which times for performance are not
specified in this Agreement shall be commenced and completed by CONSULTANT in a
reasonably prompt and timely manner based upon the circumstances and direction
communicated to the CONSULTANT. CITY’S agreement to extend the term of the schedule
for performance shall not preclude recovery of damages for delay if the extension is
required due to the fault of CONSULTANT.”
SECTION 4. Section 4 of the Agreement, entitled “NOT TO EXCEED COMPENSATION”, is
hereby amended to increase the compensation, to read as follows:
“The total compensation to be paid to CONSULTANT for performance of the Services
described in Exhibit “A” and Exhibit “A-Addendum”, including both payment for
professional services and reimbursable expenses, shall not exceed One Hundred Thirty-
Four Thousand Five Hundred Sixty-Five Dollars ($134,565). In the event Additional Services
are authorized, the total compensation for Services, Additional Services, and reimbursable
expenses shall not exceed One Hundred Forty-Four Thousand Five Hundred Sixty-Five
Dollars ($144,565).
SECTION 5. The following exhibits to the Agreement are hereby added to read as set forth
in the attachments to this Amendment, which are incorporated in full by this reference.
a. Exhibit "A-Addendum" entitled: “SCOPE OF SERVICES”
b. Exhibit “B-1” entitled “SCHEDULE OF PERFORMANCE”
c. Revised Exhibit “C” entitled “COMPENSATION”
SECTION 6. Except as herein modified, all other provisions of the Agreement, including any
exhibits and subsequent amendments thereto, shall remain in full force and effect.
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3 Revision July 20, 2016
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Amendment on the date first above written.
CITY OF PALO ALTO
City Manager (Contract over $85k)
Purchasing Manager (Contract over $25k)
Contracts Administrator (Contract under
$25k)
APPROVED AS TO FORM:
City Attorney or designee
(Contract over $25k)
Contracts Administrator
(Checklist Approval)
[ CONSULTANT ]
Officer 1
By:
Name:
Title:
Attachments (If applicable):
a. Exhibit "A-Addendum" entitled: “SCOPE OF SERVICES”
b. Exhibit “B-1” entitled “SCHEDULE OF PERFORMANCE”
c. Revised Exhibit “C” entitled “COMPENSATION”
DocuSign Envelope ID: F481164B-1696-4805-864C-AD06569B2223
President
Judy Shanley
4 Revision July 20, 2016
EXHIBIT “A-ADDENDUM”
SCOPE OF SERVICES
AMENDMENT NO.1
Background
CONSULTANT is under current contract to provide the necessary analysis work to draft the
environment Initial Study and environmental documents for the Rinconada Long Range Plan
and associated Junior Museum and Zoo project. After preparation of an administrative draft
initial study, CITY requested additional historical evaluation of the site which was not included
in the original scope; accordingly, adjustments to the project scope of services are necessary.
Task 2A of the Exhibit A included Preparation of the Initial Study. Task 2A is modified to
include the following additional work:
The Consultant shall provide the necessary historical analysis and update to the draft Initial
Study from the findings of the Analysis for the Rinconada Long Range Plan as follows:
Task One – Historical Resource Evaluation
1. Rinconada Park Reconnaissance Survey
2. Historical Research of Rinconada Park Amenities
3. Draft an Historical Resource Evaluation Report
4. Update/revise Initial Study per revised Junior Museum and Zoo design and
added information from the historic evaluation.
5. Additional meetings and coordination per extending scope.
Task Two – Historic Resource Evaluation of the Junior Museum and Zoo
1. Review project plans and scope of work
2. Analysis of the proposed Junior Museum and Zoo Project and possible
mitigation measures
Task Three – Historic Resource Evaluation of Rinconada Long Range Plan
1. Review Long Range Plans and scope of work
2. Analysis of the proposed Long Range Plan Park Enhancements possible
mitigation measures
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5 Revision July 20, 2016
EXHIBIT “B-1”
SCHEDULE OF PERFORMANCE
AMENDMENT NO. 1
CONSULTANT shall perform the Services so as to complete each milestone within the number
of days/weeks specified below. The time to complete each milestone may be increased or
decreased by mutual written agreement of the project managers for CONSULTANT and City so
long as all work is completed within the term of the Agreement. CONSULTANT shall provide a
detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the
notice to proceed.
Milestones Completion
Weeks from NTP
Task 2A: Completion of 2A, 2B.1 & 2B.2,
and Preparation of the Initial Study 26
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6 Revision July 20, 2016
REVISED EXHIBIT “C”
COMPENSATION
AMENDMENT NO. 1
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 on the hourly rate schedule attached
as exhibit C-1 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” and Exhibit “A-Addendum” (“Basic Services”) and reimbursable
expenses shall not exceed $134,565. 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 $144,565. 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.
CONSULTANT 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, and the total compensation for Additional Services
do not exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $84,475
(Preliminary Studies)
Task 2A $50,090
(Initial Study/Mitigated Negative Declaration)
Task 2B $0
(EIR optional)
Sub-total Basic Services $134,565
Reimbursable Expenses $0
Total Basic Services and Reimbursable expenses $134,565
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7 Revision July 20, 2016
Additional Services (Not to Exceed) $10,000
Maximum Total Compensation $144,565
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 subject 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 service charges, cellular phone service charges, 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 $0 shall be approved in advance by the CITY’s
project manager.
ADDITIONAL SERVICES
The CONSULTANT 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 of the services.
Payment for additional services is subject to all requirements and restrictions in this
Agreement
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