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HomeMy WebLinkAboutID-2430City of Palo Alto (ID # 2430) City Council Staff Report Report Type: Consent Calendar Meeting Date: 2/13/2012 February 13, 2012 Page 1 of 4 (ID # 2430) Summary Title: Rinconada Park Long Range Plan Title: Approval of a Contract with Verde Design, Inc. in the Amount of $140,000 for Rinconada Park Long Range Project (CIP PE-12003) From:City Manager Lead Department: Public Works Recommendation Staff recommends that Council approve the contract (Attachment A) with Verde Design, Inc. in the amount of $135,000 for design services for the Rinconada Park Long Range Plan Capital Improvement Program Project PE- 12003. This amount includes $135,000 for basic services and $5,000 for additional services, for a total amount not to exceed $140.000. Background Rinconada Park was established in 1922 and is Palo Alto’s second oldest park.It has provided open space for the community,as well as the region, for the past nine decades and acts as the main link between several public facilities. Capital Improvement Program project (CIP) PE-12003 was approved for FY 2012 to implement a Long Range Plan for Rinconada Park. Serving Palo Alto as a regional park, Rinconada Park, serves as a central component linking other valued city facilities including:The Lucie Stern Community Center and Theatre, Children’s Theatre, Children’s Library, Junior Museum and Zoo, Rinconada Pool, Girl Scout House, tennis courts, Fire Station No.3, Main Library, Art Center and Walter Hayes Elementary School. Rinconada Park is also home to Heritage Oak tree No. 2, a 200(+) year old oak tree and the Magical Forest,a dense area of redwood trees along Hopkins Street dedicated in 1971. February 13, 2012 Page 2 of 4 (ID # 2430) Discussion As a means of renovating the park and to ensure Rinconada Park remains a valued component of Palo Alto’s park system,a Long Range Planning process will commence to establish design alternatives that will maintain and maximize the usability and variety of activities the park currently sustains now and well into the future. The long-range planning will provide a comprehensive evaluation of current and future needs for the next 20 years along with the anticipated maintenance and operational costs associated with the proposed improvements. The scope of work to be performed under this contract will examine external impacts that affect the park such as transportation options, parking, park user groups, the diverse activities and traffic impacts. In addition,a comprehensive,community outreach process to engage the many stakeholders who utilize the park and obtain feedback will also be conducted to address maximizing the parks usability and upgrades to its facilities. The Long Range Planning final product is to produce a plan that will guide future renovations and development within Rinconada Park while establishing and prioritizing the steps to be taken to maintain the Park as a valuable community and regional asset. The first phase of improvements will address the highest priorities based on community input and associated cost impacts.It is anticipated that the first phase may include new signage, refurbished picnic areas, pathways, lighting, and parking lot improvements.Future phases may include ways to integrate activities located at the adjacent Art Center, Lucie Stern Community Center and regional considerations depending on community needs. Summary of Solicitation Process Proposal Description/Number Name/Number of Proposal here Proposed Length of Project Approximately 12 months Number of Proposals Mailed 9 Total Days to Respond to Proposal 21 February 13, 2012 Page 3 of 4 (ID # 2430) Pre-proposal Meeting Date None Number of Company Attendees at Pre- proposal Meeting Number of Proposals Received:6 Company Name Location (City, State) Selected for oral interview? 1. Verde Landscape Santa Clara, CA Yes 2. Carducci & Associates San Francisco, CA Yes 3. Conger Moss Guillard San Francisco, CA Yes 4. Gates & Associates San Ramon, CA Yes 5. Royston Hamamoto Alley & Abey San Francisco, CA No 6. Tom Leader Studio Berkeley, CA No Range of Proposal Amounts Submitted $125,000 -$167,025 An evaluation committee consisting of staff members from the Community Services Department and the Public Works Department’s Engineering Services Division reviewed the proposals. Four firms were invited to participate in oral interviews on November 30 & December 1, 2011. The committee carefully reviewed each firm's qualifications and submittal in response to the criteria identified in the RFP. The evaluation committee unanimously selected Verde Design, Inc. as the top proposer. Verde Design, Inc. was selected because of their experience with community outreach, experience with park master plan projects and their clearly defined team roles. Timeline The Long Range Planning process will take approximatley one year to conduct. February 13, 2012 Page 4 of 4 (ID # 2430) Resource Impact Funding for this contract is available in Capital Improvement Program project PE-12003. A placeholder for $1.26 million in construction funding will be included in the proposed FY 2014 five year CIP budget. Policy Implications The proposed Rinconada Long Range Plan is consistent with the Comprehensive Plan Policies: C-23, C-24, C-25, C-26,C-29, C-32, L-10, L- 11, L-15, L-18, L-61, L-74. Environmental Review This is a planning study and therefore exempt from California Environmental Quality Act (CEQA) review pursuant to Section 15262 of the CEQA guidelines. An environmental assessment in accordance with CEQA will be prepared during the implementation phase of the Long Range Plan. The City’s Environmental checklist will be utilized to determine potential impacts. Attachments: ·A -C12143548_Verde Designs_Rinconada Proj_Rev2 (PDF) Prepared By:Peter Jensen, Department Head:J. Michael Sartor, Director City Manager Approval: ____________________________________ James Keene, City Manager CITY OF PALO ALTO CONTRACT NO. C12143548 AGREEMENT BETWEEN THE CITY OF PALO ALTO AND FOR PROFESSIONAL SERVICES This Agreement is entered into on this 13th day of Feb mary, 2012, ("Agreement") by and between the CITY OF PALO ALTO, a California chartered municipal corporation ("CITY"), and Verde Design, Inc., a California corporation, located at 2455 The Alameda, Suite 200, Santa Clara, CA 95050, Telephone number 408-985-2700 ("CONSULTANT") RECITALS The following recitals are a substantive portion ofthis Agreement. A. CITY intends to Develop a Long Range Plan for Rinconada Park ("Project") and desires to engage a consultant to Design a Long Range Plan in· connection with the Project ("Services"). B. CONSULTANT has represented that it has the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C. CITY in reliance on these representations desires to engage CONSULTANT to provide the Services as more fully described in Exhibit "A", attached to and made a part ofthis Agreement. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, contained in this Agreement, the parties agree: AGREEMENT SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit "A" in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. D Optional On-Call Provision (This provision only applies if checked and only applies ,to on-call agreements.) . Services will be authorized by the City, as needed, with a Task Order assigned and approved by the City's Project Manager. Each Task Order shall be in substantially the same form as Exhibit A-I. Each Task Order shall designate a City Project Manager and shall contain a specific scope of work, a specific schedule of performance and a specific compensation amount. The total price of all Task Orders issued under this Agreement shall not exceed the amount of Compensation set forth in Section 4 ofthis Agreement. CONSULTANT shall only be compensated for work performed under an authorized Task Order and the City may elect, but is not required, to authorize work up to the maximum compensation amount set forth in Section 4. Professional Services Rev. June 2, 2010 SECTION 2. TERM. The tenn of this Agreement shall be from the date o.f its frill execution through completion o.f the services in acco.rdance with the Schedule o.fPerfonnance attached as Exhibit "B" unless tenninated earlier pursuant to Section 19 of this Agreement. . . . SECTION 3. SCHEDULE OF PERFORMANcE. Time is of the essence in the perfonnance of Services tinder this Agreement. CONSULTANT shall ~o.mplete the Services within the term of this Agreement and 'in accordance with the schedule set fo.rth in Exhibit ":8", attached to. and made a part of this Agreement. Any Services fo.r which times fo.rperfo.nnance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonablyprompt'and timely mannet: based upon the circumstances and direction communicated to the CONSULTANT. CITY's agreement to extend the tenn or the schedule forperfonnance shall not preclude recovery of damages for delay if the extension is required due to. the fault o.fCON~ULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to ~ONSULTANr for perfonnance of the Services describ~d in Exhibit "A", including both payment for professional services and reimbursable expenses, shall 'riot exceed One Hundred and Thirty Five Thousand Dollars ($135,000). ill the event Additional Services are authorized, the total compensation for services and reimbursable expenses shall not exceed One Hundred and Forty Thousand . Dollars. ($140,000). ';fhe applicable rates and schedule of payment are set 011t in Exhibit "C-l'~, entitled "HOURLY RATE SCHEDULE," which is attached to and made a part of this Agreement. Additional Services, if any, shall be authorized in accordance with and subj ectto the provisions of Exhibit "C". CONSULTANT shall not receive any compensation for Additional Services perfonned without the prior written authorization of CITY. Additional Services shall mean any work that is . detennined 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 5. IN-V()I€E-B.In-order-to-·request-payment,€0NSl:JI:;-'F-ANf-shall-submit·monthly-·---- , 'invoices to the CITY describing the services perfonned and the applicable charges (including an identification of personnel who perfonned the services, hours 'worked, hourly rates, and reimbursable. expenses), based upon the CONSULTANT's billing rates (set forth in Exhibit "C-l "). If applicable, the invoice shall also describe the percentage of completion of each task. The infonnation in CONSUr/r ANT's payment requests shall be subject to verification by CITY . CONSULTANT shall send all invoices to the. City's project manager at the address specified in Section 13 below. The City will generally process and pay invoices with~n thirty (30) days of receipt. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be perfonned by CONSULTANT or under CONSULTANT's supervision. CONSULTANT represents that it'possesses the professional and technical personnel necessary to perfonn the Services required by this Agreement and that the personnel have suffident skill and experience to perfonn the Services assigned to them. CONSULTANT represents that it, its employees and subconsultants, if permitted, . have and shall maintain during the tenn of this Agreement all licenses, permits, qualifications, 2 Professional Services Rev, June 2, 2010 \\Cc-terra\Shared\ASD\PURCH\SOLlCITA TIONS\CURRENT BUXER-CM FOLDERS\PW -JOHN M\Contracts\CI2143548_ Verde Designs:..Rinconada\CI2143548_ Verde Designs_Rinconada ProLRev2.doc . , , , insurance and approvals of whatever nature that are legally required to perfonn the Services. , . All of the services to be furnished by CONSULTANT under this agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and or' similar lmowledge and skill engaged in related work throughoutCalifomia under the same or similar cfrcumstances. ' SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itselfinfonned of and ' in compliance with all federal, state and local laws, ordinances, regulations, and orders that may' affect in any manner the Project or the perfonnance ofthe Services or those engaged toperfonn Services under this Agreel1lent. CONSULTANT shall procure all pennits and licenses, pay all charges and fees, and give all notices required ,by law in the perfonnance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT shall correct, at no cost to CITY, any and all errors, omissions, or ambiguities in the work product submitted to CITY, provided CITY gives notice to CONSULTANT. If CONSULTANT has prepared plarls and specifications or other design documents to, construct the Prpject, CONSULTANT shall be obligate~ to correct any and aU errors, omissions or ambiguities discovered prior to and during the course of construction of the Project. This obligation shall survive tennination of the Agreement. ' , ,SECTION 9. COST ESTIMATES. If this Agreement pertains to the design ofa public works project, CONSULTANT shall submit estimates of probable constiu~tion costs at each ph,ase 'of design submittal: Ifthe total estimated construction cost at any submittal exceeds ten percent (10%) of the CITY's stated construction budget, CONSULTANT shall make recommendations to the CITY for aligning the PROJECT design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in perfopning the Services imder this Agreement CONSULTANT, and any person el11ployed by or contracted with CONSULTANT to furnish labor andlor materials under this Agreement, shall act as and be 'an , independent contractor and not an agent or employee of the CITY. SECTION 11. ASSIGNMENT. The parties agree that the expertise' and experience of CONSULTANT are materiarconsiderations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreemen.t nor the perfonnance of any of CONSUL T ANT's obligations hereunder without the prior written consent ofthe city manager. Consent to one assignment will not be deemed to be consent to any subsequent assignment. Any assignment made without the approval of the city manager will be void. SECTION 12. SUBCONTRACTING. OOption 4: No Subcontractor: CONSULTANT shall not subcontract any portion ofthe work to be performed under this Agreement without the prior written authorization ofthe city manager or designee. Professional Services Rev. June 2, 2010 3 \\Cc-Ierra\Shared\ASD\PURCmSOLICITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\C12143548 Verde Designs_Rinconada\C12143548_ Verde Designs_Rinconada ProLRev2.doc - ~Option B: Subcontracts Authorized: Notwithstanding Section 11 above, CITY agrees that subconsultants may be used to complete the Services. The subconsultants authorized by CITY to perform work on this Project are: Fehr & Peers (Traffic Engineering) . David J. Powers & Associates, Inc. (Environmental Planning) Ward Surveying . CONSULTANT 'shall be responsible for directing the work of any sub consultants and for any compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions ora sub consultant. CONSULTANT shall change or add sub consultants only with the prior approval of the city manager or his designee. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Derek Mckee as the Design Team Lead<?r to have supervi&ory responsibility for the performan~e, progress, and execution of the Services'and Act as the project Main Contacts to represent the 'cONSULTANT during the day-to-day work on the Project. If circumstances cause the substitution of the project director, project coordinator, or any other key personnel for any reason, the appointment of a substitute project director and the assignnlent of any key new or replacement personnel will be subject to the prior written approval of the. CITY's project manager. CONSULTANT, at CITY's request, shall promptly remove personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or pre~ent a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property. The City's proj ect manageris Elizabeth Ames, Public Works Department, Engineering Division, 250 Hamilton Ave., Palo Alto, CA 94303, TelephoIie:650-329-2902. The project manager will be CONSULTANT's point of contact with respect to performance, progress and execution of the Services. The CITY may designate an alternate project manager from time to time. SECTION 14. 'OWNERSHIP OF MATERIALS. Upon delivery, all work product, including without limitation, all writings, drawings, plans, reports, specifications, calculations, documents, other materials and copyright interests developed under this Agreement shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work pursuant to this Agreement shall be vested in CITY, and 'CONSULTANT waives and relinquishes all claims to copyright or other intellectual property rights in favor of the CITY. N either CONSULTANT nor its contractors, if any, shall make any of such materials available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work produ'ct for use in or application to circumstances not contemplated by the scope of work. SECTION 15. AUDITS. CONSULTANT will pennit CITY to audit, at any reasonable time during the term ofthis Agreement and for three (3) yearsthereafier, CONSULTANT's records pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and retain such Professional Services Rev, June 2, 2010 4 \\Cc-lerra\Sharcd\ASD\PURCmsOLICITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracls\C12143548 Verde· Designs_Rinconada\C12143548_ Verde Designs_Rinconada ProLRev2:doc - records for at least three (3) years after the expiration or earlier termination of this Agreement. SECTION 16. INDEMNITY. IZI[Option A applies to the following design professionals pursuant to Civil Code Section 2782.8: architects; landscape architects; registered professional engineers and licensed professionalland surveyors.!] 16.1. To the fullest extent permitted by law, CONSULTANT shall protect, indemnitY, defend mid hold harmless CITY, its Council members, officers, employees and agents (each an ~'Indemnified party") from and against any and all dem!:Ulds, claims, or liability of . any nature, including death or injury to any person, property damage or any other loss; including all costs and expenses of whatever nature including attorneys fees, experts fees, court costs and disbursements ("Claims") that arise out of, pertain to, or relate to the negligence,. recklessness, or willful misconduct of the CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or ~ot it is caused in part by an' Indemnified party.' . o [Option B applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8.] 16.1. To the fullest extent permitted bylaw, CONSULTANT shall protect, indemnify, defend and hold hanitless CITY, its Council members, officers, employees and agents {each an "Indehmified Party"} from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorneys fees, experts fees, court costs and disbursements ("Claims") resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers~' employees, agents or contractors under this . Agreement, regardless of whether or not it is caused in part by an Indemnified party. 16.2'. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnifY an Indemnified party from Claims arising from the active negligence, sole negligence or willful misconduct of an Indemnified.Party. 16.3~ The.acceptance of CONSULTANT's services and duties by CITY shall not operate as a waiver of the iight of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS. Thewaiverbyeitherpartyofanybreachorviolationofanycovenant, term, condition or provisionofthis Agreement, or ofthe provisions of any Qrdinance orlaw, will not be deemed to be a waiver of any other term, covenant, condition, provisions, ordinance or law, or of any subsequent breach or violation ofthe same or of any other term, covenant, condition, provision, ordinance' or law. SECTION 18. INSuRANCE. 18 .1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full Professional Services Rev. June 2, 2010 5 \\Cc·lerra\Shared\ASD\PURCH\SOUCITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\C12143548 Verde Designs_Rinconada\C12143548_ Verde Designs_Rinconada ProLRev2.doc . - force and effect during the tenn ofthis Agreement, the insurance coverage described in Exhibit ltD". CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an . . additional insured under any genera1liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best's Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State ofCalifomia. Any and all contractors of CONSULTANT retained to perfonn Services under this Agreement will obtain and maintain, in full force and effect during the tenn of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution ofthis Agreement. The certificates will be subjectto the approval of CITY's Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days' prior written notice of the cancellation or· modification, CONSULT ANT. shall be responsible for ensuring that current certificates eviclencing the insurance are provided to CITY's Purchasing Manager during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance wili not be construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the' full and total amoUnt of any dam~ge, injury, or loss caused by or directly arising as a result of the Services perfonned under this Agreement, including such damage, injury, or loss arising after the Agreement is tenninated or the tenn has expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19 .2. CONSULTANT may tenninate this Agreement or suspend its perfonn~ce of the .services by giving thirty (30) days prior wntten notice thereofto CITY, but only in the event of a substantial failure ofperfonnance by CITY. 19.3. Upon such suspension or tennination, CONSULTANT shall deliver to the City Manager immediately any and all copies of studies, sketches, drawings, computations, and other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or given to CONSULTANT or its contractors, ifany, in connection with this Agreement. Such materials will become the property of CITY. 19.4. Upon such suspension or tennination by CITY, CONSULTANT will be paid for the Services rendered or materials delivered to CITY in accordance with the scope of services on or before the effective date (i.e., 10 days after giving notice) of suspension or tennination; provided, Professional Services Rev, June 2, 2010 6 \\Cc-Ierra\Shared\ASD\PURCH\sOLICITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\C12143548 Verde De~igns_Rinconada\CI2 143548_ Verde Designs_Rinconada ProLRev2.doc - '. however, ifthis Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT's services which are of direct and immediate benefit to CITY as such determination may be made by the City Manager acting in the reasonable exercise ofhislher discretion. The following Sections will , ' survive any expiration or termination.of this Agreement: 14, 15, 16, 19.4, 20, and 25. 19.5. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its 'riihts under this Agreement. , SECTION 20. NOTICES. , All notices hereunder will be given in Writing and mailed, postage prepaid, by certified mail, addressed as follows: '. To CITY: Office of the City Clerk City of Palo Alto Post Office Box 1.0250 Palo A1to~ CA 94303 With a copy to the Purchasing Manager '. To CONSULTANT: Att~ntion ofthe project ~rector at the address of CONSULTANT recited above SECTION 21. CONFLICT OF INTEREST. 21.1. In accepting this Agreement, CONSULTANT cqvenants that it presently has ' no interest,' and will not acquire any interest, direct or indirect, financial' or otherwise, which would conflict in any manner or degree with the performance ofthe'Services. ' , ' 21.2. CONSULTANT further covenants that, in the performance ofthis Agreement, ' it will not employ subconsultants, contractors or persons having such an interest. CONSULTANT certifies that no person who has ,or will have any financial-interest under this Agreement is an officer or employee of CITY; this provision -yvill be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California. 21.3. If the Project Manager determines that CONSULTANT is a "Consultant" as that term is defined by the Regulations ofthe Fair Political Practices Commission, CONSULTANT shall be required and agrees to file the appropriate financial disclosure documents required by the' Palo Alto Murucipal Code and the Political Reform Act.. SECTION 22, 'NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.~10, CONSULTANT certifies that in the.performance of this Agreement, it.shall not discriminate in the ~mployment of any person because of the race, skin color, gender, age, religion, disability, national origin; ancestry, sexual orientation~ housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the , 'Professional Services Rev, June 2, 2910 7 \\Cc-IelTa'shared\ASD\PURCH\SOLICITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI2143548 _Verde Designs_Rinconada\CI2143548_ Verde Designs_Rinconada ProLRev2,doc '. provisions of Section 2.30.510 of the Palo Alto Municipal Code relating· to Nondiscrimination Requirements and the penalties for violation thereof, ~d agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the City's Environmentally Preferred Purchasing policies which are available at the City's Purchasing Department, incorporated by reference and may be amended :trOm time to time. 'CONSULTANT shall comply with waste reduction, reuse, recycling and disP9sal requirements.ofthe City's Zero Waste Program. Zero Waste best practices include firs~ minimizing and reducing waste; second, reusing waste and third, recyclmg or composting waste. In particular, Consultant shall comply with the following zero waste requirements: . • All printed materials provided by Consultant to City generated from a personal computer and printer including but not limited to, proposals,. quotes, invoices, reports, and public education materials, shall be double-sided ando printed on a minimum of30% or greater post-consumer content paper, unless otherwise approved by the City's Project Manager. Any submitted materials ptinted by a professional printing company shall be a minimum of30% or greaterpost-'consumer material and prihted with vegetable based inks. . . • Goods purchased by Consultant on behalf of the City shall be purchased in accordance with the City's Environmental Purchasing Policy including but not· limjted to Extended· Producer .Responsibility requirements for products and packaging. A copy ofthis policy is on file at the Purchasing Office. • Reusable/returnable pallets shall be taken back by the Consultant, at no additional cost to the City, for reuse or recycling. Consultant shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. NON-APPROPRIATION 24; 1. This Agreement is subject to the fiscal provisions of the Charter ofth~ City of Palo Alto and 'the Palo Alto Municipal Code. This Agreement will tenninate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the . fiscal year and funds for this Agreement are no longer available. This section.shall take precedence in the event of a conflict with ~ny other covenant, term, condition, or provision of. this Agreement. SECTION 25. MISCELLANEOUS PROVISIONS. 25.1. This Agreement will be governed by the laws of the State of California. 25.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively Jin the state courts of California in the County of Santa Clara, State of California. 25.3. The prevailing party in any action brought to enforce the provisions of this Professional Services Revo June 2, 2010 8 \\Cc-ierra\Shared\ASD\PURCH\sOLICITATiONS\CURRENT BUYER·CM FOLDERS\PW -JOHN M\Contracts\C12143548 Verde Designs_Rinconada\C12143548_ Verde Designs_Rinconada ProL~ev2odoc '- Agreement may recover its reasonable costs and attorneys' fees expended in connection with that actio~. The prevailing party shall be entitled to recover an amount 'equal to the fair market value of legal services provided by attorneys employed by it as' well as any attorneys' fees paid to third parties. 25.4. This document represents ~e entire and integrated agreement betw~en the parties and supersedes all prior negotiations, representations, and contracts, either written or oral. This document may be amended only by a written instrument, w~ch is signed by the parties; 25.5. The covenants; ~erms, conditions and provisions ofthis Agreement will apply to, and will bi;nd, the heirs, successors, executors, administrators, assignees, and Gonsultants ofthe parties. 25.6. If a court of competent jurisdiction finds or rules that any provision of this Agreement or any amendment thereto is void or ~enforceable, the unaffected provisions of this Agreement and any amendments thereto will remain in full force and effect. 25.7. All exhii>it~ 'referred to in this Agreement and any addenda, app'endi~es, 'attachments, and schedules to this Agreement which, from time to time, may be referred to in any duly executed amendment hereto are by such"reference incorporated in this Agreement and will be deemed to be a part of this Agreement. ,25.8 If, pursmmi to ,this contract with CONSULTANT, City sh~res with CONSULTANT personal information as defined in California Civil Code section 1798.81.5( d) about a California resident ("Personal Information"), CONSULTANT shall maintain reasonable and appropriate security procedures to protect that Personal Information, ,and shall inform City immediately upon learning that tpere has been a breach in the security of the system or in the security of the Personal Information. CONSULTANT shall not use Personal Information for direct marketing purposes without City's express written consent. /I /I II II II II 9 Professional Services Rev. June 2, 2010 , \\Cc-Ierra\shared\ASD\PURCffiSOLICITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI2143548 Verde Designs_Rinconada\CI2143548_ Verde Designs_Rinconada ProLRev2.doc -' .. .;.; 25.~9: AU unchecke4'~q~~~ ~tQ nohpply to thIs ~~te:eiUeiif. . '. g5.,l'Q: Xh¢.luai:y;mu:ils ~~~cutjn~ ihis Agreeinerit represent and'':Y;itri;1~t·tMHn~w· .h4'Ve·'the legal.capaeity and:al,ltl1~xi:tytq::~q~Q,o.n l1~hIc\Jt"qtili~il':tespe.ctive leg,afentities. . " " iN' 'Wl'fNESS WHBREQIl •.. th9· p.~rd~$. .1i.er~t.9:;h~:v:¢ 'Pt tb!;}lt d(d~ 'tlU.thod2:ed re;pr¢~eAf.3lJ.y':e,:~"¢~¢.:Qut.~d·~hi$ .A.:~te¢.ntent Oh the date;'fiist above:written:. Attachments~' :aCOPE OF WORK. Q"N"C,ALVf:ASK OJ.U)ER (0:ptfbrtaJj .sCHEUt.JLE·Q:F, PE.ItF·QR:MAN'tE 00M.PE:N:SATION S¢flE)Y(Jt;S oiH~krBS INsURA;NQ~REQ·lJrREMBNrs. 'P.r(jressioniil·Sei'vi~es Ri:v,]iJrle2;2plO . t6 ·\\9c;,en:~\$hprild'A~P,\l!UR;CtI\SQJ;IG1.TAtroN$\¢i)RR,EN.tJ3UYElt,d'M FOLDERS\PW • JOHN M\Col'itr~~!~\CI~i435~ L Ilet~~,. p~sig~s._J{j~~QI\~da.PrJlJ;~o.o ". EXHIBIT-"A" SCOPE OF SERVICES Rinconada Park Long Range Plan Scope of Work 1. GENERAL INFORMATION/BACKGROUND The City of Palo Alto Public Works Department is seeking a qualified consulting Urban Planning or Landscape Architectural firm to provide a Park Long Range Plan to guide the future development and renovation of Rinconada Park. Centrally located at 777 Embarcadero Rd. in the City of Palo Alto totaling 11.8 acres 'in size, Rinconada Park serves both the local community as well as the surrounding region. Established in 1922, Rinconada Park is home to the Magical Forest a dense grove of Redwoods along Hopkins St. and Heritage Tree No.2, a 200 year old Coast Live Oak: The Park is also, home to the Girl Scout House, the. Rinconada Aquatic Center'-facility of the Palo Alto's Swim Team, nine publicTenni~ Courts ~nd links many public facilities including: the Lucie Stern Community Center arid Theatre, Children's Theatre, Children's Library, Junior Museum and Zoo, Main Library; Art Center,Walter Hayes Elementary School and Fire Station 3.' ' , 2., SERVICES The consultant will prepare an inventory and analysis of the existing park along with conducting community outreach to gather design criteria for composing the Long Range Plan. The consultant will work with the City boards, commissions, council and staff to develop a Long, Range Plan that will provide the most optimal design for future renovation and 'enhancement of Rinconada Park for both the surrounding community and the region for the next 20-30 years. ' The selected Consultant will be asked, to complete the following tasks. TASK 1 PROJECT INITIATION Task 1.1 Kick-off Meeting An organization and scoping meeting will be held with City staff to begin the design process for the project and review and discuss the following information. ' 1. Introduce key staff to the design consulting team 2. Review objectives of the project 3. Review scope of services 4. Confirm project areas/boundaries 5. Collect available data and published material 6. Establish meeting and presentation schedUle . Professional Services Rev. June 2, 2010 11 \\Cc-terra\Shared\ASD\PURCH\SOLlCITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\C12143548 Verde Designs_Rinconada\C12143548_ Verde Designs_Rinconada ProLRev2,doc ' - 7. Establish communication channels with all parties involved 8. Review and list all applicable design and planning standards 9. Coordinate with City departments and other agencies 10. Review schedule .and deliverables . . Changes to the Scope of Work will be made (if necessary) at the conclusion of this effort, and an amended.Scopewill be published within the contra'ct amount. The design consultant will continue to meet with City of Palo Alto's staff on a monthly . basis, in person, to review progress on the project and to keepalJ parties involved in the planning and design process up to date. . Task 1 Product$ 1. Amended 'Scope of Work' (Revised by City Staff if necessary) 2. Set meetings and presentation schedule (cpnsultant to compose calendar for city staff submittal -post meeting) . TASK 2· SITE IVENTORY &'ANAL YSIS " Task 2.1 Site Survey The design consultant is responsible to have a site survey prepared for the park that shows all natural, built and municipal elements that will be utilized to analyze opporttlnitiesand constraints: of the park as well as providing a scaled base for design purposes. The site survey is· to be produced in AutoCad by a .licensed surveyor and be composed of the following items. 1. Natural Site Elements a. Topographic features with 5' contours b. Existing trees & vegetation . c. Other park natural features of significance 2. Built Site Elements a. Survey built facilities of the park including: structures, paving, playgrounds, tennis courts perimeter, pool perimeter, fencing, amenities & utilities b. Other built park features of significance 3. Municipal Elements a. Survey to include: park boundaries, property lines, set~backs and easements Task 2.2 Parking & Traffic Study 1. Review the existing parking along Embarcadero Road and Hopkins Ave. to determine how perimeter parking can be maximized. . 2. Review existing vehicular. bike and pedestrian access to the park. Recommend improvements and new connections for pedestrian and cyclists to access and circulate through the park. 3. The traffic sub~consultant.is to attend one meeting to gather input from the 3 Professional Services Rev, June 2, 2010 \\Cc-!erra\Shared\ASO\PURCH\sOLICITA TIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\C12143548 Verde Oesigns_Rinconada\CI2143548_ Verde Designs_Rinconada ProLRev2.doc . - community and address the general questions of the existing parking and traffic conditions. . Task 2.3 Site Inventory Analysis Plan & Report The design consultant is responsible to perform a full site analysis of the· park. A site analysis plan is to be produced for presentation purposes as well as a written report that analyzes the impacts, usability, opportunities and constraints of the park. A site visit with the consultant and other city representatives is to be conducted to review·the park and existing conditions. . The following items are to be analyzed: 1. Existing site elements and amenities within the park and the extent to which these amenities are currently utilized. 2. User groups of the park locally and regionally. 3. Recreational activities provided and lacking. 4. Surrounding land uses (example: theatre, school, library, etc.) 5." Maintenance and security issues. . ... 6. City of Palo Alto municipal zoning codes. 7. Regional & local recreational needs. 8. Other factors or items impacting the park. Task 2.4 City Staff Review Meeting 1. Consultant to review with city staff the findings of the site analysis and parking study. 2. Consultant to present arid review the draft agenda for the first community meeting with city staff. Task 2.5 Community Study Session 'Goals & Objectives' (Community Meeting 1 & 2) The design consultant shall facilitate (2) Community Study Sessions. to gather . information regarding goals & objectives for the park by the community. The consultant is to prepare an agenda for the workshop, that is to include: project purpose, timeline. and staff introductions, and submit it to city staff for review (3) weeks prior to the session. Upon Completion of the meeting the design consultant is to prepare a report on the communities involvement, input and findings. The report is to include a matrix that outlines the needs of the various recreation programs and facilities. ** A sign~up' sheet to compile an email list of community members and stakeholders is to be done at this and all community meetings, along with a request for email sign~up on the advertising for community meetings. ** Advertising for all community meetings shall be done by city staff in coordination with the design consultant. Task 2.6 Long Range Plan Community Focus Group . . The design consultant with assistance from city staff shall assemble a Long Range Plan Professional Services Rev. June 2, 20 I 0 4 \\Cc-terra\shared\ASDIPURCmSOLICITATIONS\CURRENT BUYER-CM FOLDERSIPW -JOHN M\Contracts\C 12143548 Verde Designs_Rinconada\C12143548_ Verde Designs_Rinconada ProLRev2.doc -. Community focus group. The focus group is to represent the main stakeholders of the project and provide consistent representation of the stakeholders throughout the design process. Members of the focus group will be required to attend community meetings, and act as the liaison between theirstakeholdergroup and the design team. The focus group m~mbers shall include representatives from the following stakeholders: . ,1. Walter Hays Elementary School 2.. A Neighborhood Representative from the adjacent associations: a. Community Center b.· DuvenecklSt. Francis c. University South d. Embarcadero Oaks e. Old Palo Alto 3. Palo Alto T.ennis Association 4. Palo Alto Swim Club 5. Canopy 6. Girl Scout House 7. Lucie Stern Coi'nmunity Center " . 8. Junior Museum & Zoo 9. Children'S and Community Theatre '10. Others to be .determined Task 2.7 City Staff Review Meeting 1. Consultant to review with city staff·their findings from the community meeting.s ... 2. Consultant to present and review the draft agenda for the Parks & . Recreation Commission presentation with city staff. Task 2.8 Park & Recreation Commission Presentation & Study Session The deSign con~ultant shall facilitate a study session presentation with the Parks & Recreation Commission to review the goals and objectives of the project, and review the findings of the Community 'Goal & Objectives' study session. The design consultant is to draft a report upon the completion of the meetings, summarizing what was reviewed and discussed in the meeting along with possible recommendations and next steps .. • Park & Recreation study session (provide 1 full-size and (15) 11x17 Analysis plan prints and (15) copies of the Analysis written report as well as a power point presentation reviewing items covered inthe Analysis plan. report and findings from the Community Study Sessions. . Task 2 Products 1. Topographic/Site Survey 2. Park Analysis Plan (30" x 42" sheet @ 40 scale) Professional Services Rev. June 2, 2010 . 5 \\Cc-lerra\Shared\ASD\PURCH\SOLICITATIONS\CURRENT BUYER-eM FOLDERS\PW ~ JOHN M\Contracts\CI2143548 Verde Oesigns_Rinconada\C12143548_ Verde Designs_Rinconada ProLRev2.doc - " 3. Park Analysis Report & Matrix (5 pages of narrative with additional graphic pages) 4. Parking/Traffic Study 5. Community 'Goals & Objectives' Study Session agenda and report 6. Community Foc~s Group Members' materials and summary of meeting rep6rt 7. Parks & Recreation Commission Presentation & Study Session materials and summary of meeting report ' TASK 3 DESIGN DEVELOPMENT Task 3.1 Long Range Plan Alternative Designs 1. the design consultant is to develop (3) three alternative concept plans that explore the different layouts park facilities and amenities can be arranged base on . information gathered from the site analysis, the community. study sessions and Parks & Recreation Commission meeting. Make design decisions that create the most optimal use of existing and adjacent park activities and facilities. Bubble diagrams are expected. Plans to show the relationship between areas, facilities and support facilities, along with circulation patterns. Exact form and layout of park elements are not necessary in this stage. Each defined area shown on the concept plan· is to take into account the following items.· . 1. Type of activity: ·a. Active b. Passive c. ·Group 2. Level of activity: a. Age group b. Skill level c. Unstructured d. Programmed 3. Pe~iods of activity: a. Daily. b. Weekly c. Monthly d. Seasonal e. SpeCial Events 3, Design standards and code requirements: a. Size b. Orientation c. Safety zones 4. Park amenities: a. Restrooms b. Signage. c. Furnishings (benches, tables, barbeques, etc.) d. Lighting Professional Services Re;", June 2, 2010 6 \\Cc-terra\shared\ASD\PURCH\sOLICITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\C12143548 Verde Designsjljnconada\C12143548_ Verde Designs_Rinconada ProLRev2.doc - " " e. Eventvenues , f. Passive and multi-use park'areas €J. etc. 5; Support facilities a. Access paths (pedestrian & bike) b. Maintenance paths/facilitie& c. Parking areas (number of stalls) d. Transportation programs & facilities 'e. Public & private adjacent recreation facilities f. etc . . 6. Design Considerations 'a. Accessibility b. Protection of existing trees and vegetation c. Historic elements d. Health & safety regulations e. Environmental impact f. Demographic changes & trends in recreational use patterns g:' Maintenance guidelines & issues for new facilities ". h. Security , i. Local and regional usage j. Art integration locations k. Ability of facilities and amenities to generate revenue through fees or rentals !, I. Costs m. etc. 2. Prepare a written evaluation of each concept plan highlighting both the positive and negative pOints of each. Task 3.2 Preliminary Environmental Assessment of Options The design consultant shall analyze & determine qualitative environmental impacts of each of the (3) three proposed concept options. Utilizing the initial study checklist, the . consultant shall create a matrix to rank the eriviro'1mental impacts of each concept., Task 3.3 City Staff Review Meeting 1. Consultant to review with city staff 'each of the 3 concept Master Plans and the associated environmental assessment matrix. 2. Consultant to present and review the draft agenda for the community meeting with city staff. Task 3.4 Concept Plan Review Community Meetings (Community Meeting 3 & 4) The design consuitant is to facilitate (2) community meetings to present, review arid comment on the three (3) separate options of the Concept Long Range Park Plan. These meetings are to illclude a community based design charrette to engage the 7 Professional Services Rev, lune2, 2010 \\Cc-terra\Sharcd\ASD\PURCH\SOLICITA TIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Conlracts\CI2143548 Verde Designs_Rinconada\CI2143548_ Verde Designs':'Rinconada ProLRev2,doc . . - " community in the design process. The consultant is to prepare an agenda for the workshop and submit it to city staff for review three (3) weeks prior to the meetings. Upon Completion of the meetings, the design consultant is to prepare a report on the community involvement, input and findings. Task 3.5 City Staff Review Meeting 1. Consultant to review with city staff their fin,dings from the community meetings 2. Consultant to present and review the draft agenda for the Parks & . Recreation Commission presentation with city staff. Task 3.6 Parks & Recreation Commission Meeting The design consultant shall facilitate a presentation meeting with the Parks & . Recreation Commission to review the (3) concept options and the findings from the community meetings .. The design consultant will request feedback from the commission'regarding the options. " " . •. Park & Recreation study session (provide 1 full-size and (7)·11"x17" plans of each of the (3) concepts, (7) copies of the written evaluation of each concElpt along the preliminary Environmental Analysis and (7) copies of the Community Meeting findings as well as a power point presentation reviewing items covered in the concept.deslgns, report, environmental analysis and community meeting findings. Task 3 Products 1.(3) Concept plans (color rendered on 30"x42" sheet @ 40 scale) 2. Written evaluation of the concept designs (5 pages of narratives with additional graphic pages)' . 3. Preliminary Environmental Analysis for each concept design and decision matrix comparing the potential environmental impacts of the three (3) options .4: Community Meeting agendas and summary of meeting report 5, Parks & Recreation Commission Meeting and summary of meeting report TASK 4 DRAFT LONG RANGE; PLAN Task 4.1 Draft Long Range Plan The design consultant is to prepare two (2) separate Draft Long Range Plan options showing all proposed & existing facilities and amenities located in exact locations, . drawn to scale. Each Draft Long Range Plan design option is to be based on the findings of the proposed concept options in the Community Meetings, Parks & Recreation CommiSSion meeting and site analysis. The Draft Master Plans are to be color r~ndered for presentation purposes and should include the following items, . 1. All facilities, amenities, and structures proposed for the park, must be· drawn to scale and identified by call out or legend at exact proposed location. This includes all proposed and existing features, uses and structures that are to remain with in the park with description of any proposed Professional Services Rev. June 2, 2010 8 \\Cc-lerra\Shared\ASD\PURCH\SOLICITATIONS\CURRENT BUYER-eM FOLDERS\PW -JOHN M\Contracts\CI2143548 Verde Designs_Rinconada\CI2143548_ Verde Designs_Rinconada ProLRev2.doc - renovations!reconfigurations. 2. All roadways, driveways, paths, bike routes and walkways must be identified by type of surfacing proposed. 3. Park topography (5 ft. contours) 4. Park utilities, boundaries, easements 5. Legends and notations necessary to fully explain the size, type and location of any proposed use, featu,re or facility. Task 4.2 Prelimina~ Cost Analysis Construction (implementation) costs: For both Draft Long Range PI~ns prepare, by area and facility, a preliminary cost analysis for the redevelopment of Rinconada Park. The cost analysis should include: engineering' and other professional service costs, construction costs, project , administration costs, and contingencies. Task 4.3' Draft Long'Range Plan Report " The Draft Long Range Plan Repo'rt is to describe the existing park, proposed improvements, and the process used to design the Draft Master Plan. All aspects of the planning process are to be presented in a narrative form. The Draft Long Range Plan Report is to include the following items. 1. Executive Summary 2. Park Inventory & Analysis , a. Sum'mary of the inventory and analysis process b. Park Analysis Plan c. Park Analysis Report d. Community Study Session Report ,e. Par~s & Recreation Commission recommendations 3. Design Development 'a. Summary of the Design Process b. (3) concept design plans c. Written evaluation of each concept plan d. Preliminary Environmental Analysis e. Community Meeting Report f. Parks & Recreation Commission recommendations and comment 4. Draft Long Range Plan , a. Summary of the Draft Long Range Plan Design Process b. (2) Draft Master Plans ' c. Preliminary Cost Analysis of each master plan Task 4.4 Web Based Community Survey The design consultant is to draft a design survey for on line publication to gain broader feed back from the community concerning the overall design of the Draft Long Range Plans. The on line survey to be hosted by Swvey Monkey or other like hosting sites. Professional Services Rev, June 2, 2010 9 \\Cc-terra\Shared\ASD\PURCH\SOLICITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI2143548 Verde Designs_Rinconada\C12143548_ Verde Designs_Rinconada ProLRev2,doc - 1. The corisultant is to develop a web based survey questionnaire for distribution to the community, stakeholder/user groups and other organization. 2. The survey questions will focus on evaluating the Draft Long Range Plan Concepts. 3~ Survey information will be organized into sections based on the information to be gathered . . 4. The consultant will review survey content and format with city·staff for approval before publishing. . 5. Upon completion of the survey a synopsis of results ranking the feedback will be compiled by the consultant. . 6. The consultant shall prepare a summary of the survey results and incorporate the findings into the overall Final Long Range Plan design. Task 4.5 City Staff Review· Meeting · 1. Consultant to review with city s~aff the 2 Draft Long Range Plan options, . report and the associated preliminary cost analysis. . " 2. Consultant to. present and review the draft agenda for the community . meeting with city staff Task 4.6 Draft Long R,ang~ Plan Co~munity Meetings (Community Meetings 5 & 6) 1. The design consultant is to facilitate (2) community meetings to present, review and comment on the Draft Long Range Plan options: The consultant is to prepare an agenda and materials for the meeting and submit it to city staff for review (3) weeks prior to the meeting. Upon Completion of the meeting the design consultant is to prepare a report on the Community involvement, input and findings. . Task 4.7 City Council, Boards & Commission Meetings The design consultant shall facilitate a presentation meeting with the Parks & Recreation Commission, Architectural Review Board, Historical Resource Board, . Planning & Transportation Commission and City Council to review the (2) Draft Master Plans and the Draft Long Range Plan Report. The consultant is to work with city staff to set up project information packets and review presentation materials prior to each meeting. The same presentation is to be made to each council, board and commission· with updates'to the presentation made determined by comments from the previous meeting. The design consultant is to draft a report upon the completion of these meetings, summarizing what was reviewed and discussed in the meetings. All plan copies provided for review are to be color rendered. • Park & Recreation Commission meeting (provide 1 full-size and (15) 11"x17" Draft Long Range Plan copies and (15) copies of the Long Range Master Report as well as a power point presentation reviewing the design process up to this point). • Architectural RevieW Board Meeting (provide 1 full-size and (15) 11 "x17" Draft Long Range Plan copies and (15) copies of the Draft Long Range Report as well as a power point presentation reviewing the design process up to this point). . Professional Services Rev. June 2, 2010 10 \\Cc-teITa\Shared\ASD\PURCH\SOLlCITATIONSICURRENT BUYER-CM FOLDERS\PW -JOHN MIContractslC12143548 Verde Designs_RinconadaIC12143548_ Verde Designs_Rinconada ProLRev2.doc - '. • Planning &Transportation Commission Meeting (provide 1 full-size and(15) 11"x17" Draft Long Range Plan copies and (15) copies of the Draft Long Range Report as well as a power point presentation reviewing the design process .up to this point). • Palo Alto Bicycle Advisory Committee Meeting (provide 1 fuJI-sIze and (15) 11"x17" Draft Long Range Plan copies and (15) copies of the Draft Long Range Report as well as a power point presentation reviewing th~ design process up to this point). • Art Commission Meeting (provide 1 full-size.and (15) 11"x17" Draft Long Range Plan copies and (15) copies of the Draft Long Range Report as well as a power point presentation reviewing the design process up to thIs pOint). . .• Historic Resource Board (provide 1 full-sIze and (15) 11"x17" Draft Long Range Plan copies and (15) copies of the Draft Long Range Report as well as a power point presentation reviewing the desIgn process up to this point). • City Council Meeting (provIde 1 full-size and (15) 11"x17" Draft Long Range Plan copies and (15) copies of the Draft Long Range Report as well as a power point presentation reviewing the design process up to thIs point). Upon the presentation to the City boards and commission an additional meeting maybe required . with a specific board or· commission to review further specified revisions to the Draft Long Range Plans. Task 4 Products '. ' .. ·1; (2) Draft Master Plans (color rendered on 30"x42" sheet @ 40 scale) 2. Draft Long Range Plan Preliminary Cost Analysis 3. Draft Long Range Plan Report (15 pages of narrative with additional graphic pages) 4. Web-based Community Survey & survey finding report 5. Community Meeting Agenda and summary of meeting report 6. City Council, Boards & Commissions Meeting material and summary of meeting . report TASK 5 LONG RANGE PLANDESIGN Task 5.1 Long Range Plan Design . The design consultant is to prepare a final Master Park Plan based on the findings fr.om the Community (meetings & survey), City Council, Boards an.d Commission meetings; displaying the preferred selected options from each of the Draft Long Range Plans. The final proposed Long Range Plan is to show the long-term full development of the park. The Long Range Plan is to be color rendered for presentation purposes. Task 5.2 Environmental Assessment .. . The design consultant shall analyze and determine qualitative environmental impacts utilizing the City's Initial Study Checklist of the Long Range Plan design, and compare this to th(3 environmental assessment matrix in task 3. . Task 5.3 Finalized Cost Analysis 1. Construction (implementation) costs: . II Professional Services Rev, June 2,2010 \\Cc-terra\<;hared\ASD\PURCH\SOLICJTATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI2 143548 Verde . Designs_Rinconada\CI2143548_ Verde Designs_Rinconada ProLRev2.doc - . .... . Prepare, by area and facility, a detailed current cost estimate for the redevelopment . of Rinconada Park. The cost estimate should include: engineering and other professional service costs, construction costs, project administration costs, . and contingencies. . 2. Phased cost evaluation: Develop a phased and'prioritized multi-year capital development plan. This evaluation is to identify the order and timeline areas and facilities are to' be . developed or renovated. Implementation strategies for financing capital. improvements should also be addressed (bonds, grants, fund-raising) Task 5.4 Operating Costs & Revenues The design consultant is to estimate a net annual cost of operating and maintaining the park and park facilities based on the development of the Park as determined by the /"'on9 Range Plan. An·annual budget estimate shall be cal9ulated for each of the cost . " and revenue items listed. The consultant is to inch:Jde an itemization of these estimates . by description arid amount along with appropriate totals. Operating cost evaluation to include: 1. Administration (Ex.: insurance, office supplies, phone, public relations, rentals, training, etc.) 2. Personnel (Include a list of employment positions,number of employees, estimated salaries or wages by positions, benefits,' overtime and temporary employment, etc.) . .' 3. Supplies and materials (Custodial; tools, utilities, equipment, etc.) 4. Programming costs (Include general descriptions and number of anticipated programs, participants and costs of programs) . 5. Contracted services cost for operational maintenance. Task 5.5 Long Range Plan Report . . The Long RangePlan Report is to describe the existing park, proposed improvements,. and the process used to design the Master Plan. All aspects of the planning process are to be presented in a narrative form. The Long Range Plan Report is to include the following items. . . 1. Executive Summary 2. Park Inventory & Analysis (10 Pages of text plus graphics) a. Summary of the inventory and analysis process· b. Park Analysis Plan c. Park Analysis Report d. Community Study Session Report e. Parks & Recreation Commission recommendations 3. Design Development (15 Pages of text plus graphics) g. Summary of the Design Process h. (3) concept design plans i. Written evaluation of each cOl)cept plan Professional Services Rev. June 2,2010 12 \\Cc-Ierra\Shared\ASD\PURCH\SOLlCITATIONS\CURRENT BUYER·CM FOLDERS\PW -JOHN M\Contracts\CI2143548 Verde Designs_Rinconada\CI2143548_ Verde Designs_RinconadaProLRev2.doc . - ' . \ j. Preliminary Environmental Assessment . k. Community Meeting Rep~rt I. Parks & Recreation Committee recommendations and comment 4. Draft Long Range Plan(15 Pages oftext plus .graphics) a. Summary of the Draft Long Range Plan D.esign Process b. Cost Analysis of implementation and Phasing c. Community Meeting 'Report & Survey findings d. City Council recommendations and comments e. Parks & Recreation Commission recommendations and comments f. Architectural Review Board recommendations and comments' g. Planning & Transportation Commission recommendations and comments . . h. Art Commission 'recommendations and comments i. Historical Preservation Committee recommendations and comments j. Palo Alto Bicycle Advisory Committee recommendations and comments . 5. Long Range Plan(15 Pages of text plus graphics) '. k. Summary of the' Long Range Plan D~sign,.process I. Environmental Assessment of Master Plan m. Cost Analysis to include comparing construction costs with operating costsa'nd revenues n. Operating Costs & Revenues o. Other Considerations and Recommendations Task 5.6 City Staff Review Meeting 1. Consultant to review with city staff the Final Long Range Plan& Long Range Plan Report including the environmental assessment, finalized cost analysis and operating cost and revenues. . 2. Consultant to present and review the draft·agenda for the City Council meeting with city staff Task 5.6 City Council Presentation of Long Range Plan& Report (2 meetings) . , . , The design consultant is to present the Final Long Range Plan and Report to the City Council for Approval. The design consultant is to make a full presentation ofthe Long Range Plan and review all revisions that were made to the plan from the prior review meeting of the Draft Long Range Plan and Report. Upon the presentation the City Council may request further revisions to the plan, which will need to be addressed by the.consultant, and presented before the City Council again if so required. " , • City Council Meeting (provide 1 full-size and (15) 11 "x17" Long Range Plan copies and (15) copies of the Long Range Report as well as a power point presentation reviewing the overall design process, . Task 5 Products 1. Long Range Plan(color rendered on 30"x42" sheet @ 40 scale) 13 Professional Services Rev, June 2,2010 \\Cc-terra\Shared\ASD\PURCH\SOLICITA TIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\C 12143548 Verde Designs_Rinconada\C12143548_ Verde Designs_Rinconada ProLRev2,doc - , . 2. Environmental Assessment (Environmental Impact Summary Table) 3. Cost Estimate 4. Operating Costs & Revenues 5. Long Range Plan Report a. Park Inventory & Analysis Phase-1 0 p~ges . . b. Design Development Phase -·15 pages . c. Draft Long Range Plan Phase -·15 pages d.Long Range PlarfPhase -15 pages 6. City Council Approval Presentation TASK 6 FINAL PROJECT DELIVERABLES Task 6 Project Deliverables 1. (3) full size rendered copies of the Long Range Plan 2. (3) Bound copies of the Long-Range Plan Report . 3. (1) Binder with all Tasks (1-6) Products . 4. (1) Compact disc with Digital Long Range pran in tiff, jpeg.& pdf-forms @ 200dpi 5. (1) Compact disc of Long Range Plan report word doc. 6. (1) Compact disc of Long Range Plan Presentation to the City Council TASK 7 ADDITIONAL SERVICES The consultant is to separate the 'Additional Services' from the other Tasks covered in the RFP in their proposal. . . . Additional SerVices may be included as part of the 'scope of work'services as determined by the City upon review of the design consultant proposals. TASK 8 FUTURE PHASES -DeSign, Construction Documents & Construction Administration Services (at City's option) . Upon successful completion of the Master Plan, the City of Palo Alto, at it's sole discretion, may negotiate a fee and execute a contract amendment with the consultant for this work at a future date, or may elect to instead issue a neW RFP for the services, including design and construction documents and construction administration for . subsequent design and construction phases in Rinconada Park. ·.Project Schedule TASKS 1. Award design contract: 2. Project team kick-off meeting 3. Site Inventory & Analysis 4. Initial community design charrette meetings 5. Design Development 14 . DATE winter 2011/12 winter 2011/2012 spring 2012 spring 2012 summer 2012 Professional Services Rev. June 2, 2010 \\Cc-terra\Shared\ASD\PURCH\SOLICITA TIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI2 143548 Verde Designs_Rinconada\CI2 143548_ Verde Designs_Rinconada ProLRev2.doc - 6. Community meetings design review (3) concept options summer/fall 2012 7. Draft Long Range Plan , summer/fall2012 8. Community meetings Draft Long Range Plan design review summer/fall 2012 6. City ,Council, boards & commissions Draft Long Range Plan review fall2012 8. Long Range Plan winter 2012 9. City Council final Master Park Plan & Report Presentation winter 2013 City Provided Documents and Services 1. Comprehensive plan. 2. Initial Study Checklist 3. Pedestrian & bike master plan 4. GIS utility information 5. As-built,S for City parks and facilities " 6. Advertising for public meetings Consultant Services Not Included ,1. Meetings other than those listed " 2. Renderings and presentations to public bodies othe'r than those listed 3. Geotechnical investigation 4. Civil, Electrical, Mechanical or Structural Engineering 5. Construction Drawings 6. Utility Survey , 7. Off Site Improvements --street, traffic lights and utility runs '8. CEQA documentation 9.. Permit fees and applications '. Professional Services Rev, June 2, 2010 15 ' \\Cc-terra\Shared\ASD\PURCH\SOLICITA TIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI 2143548 Verde Designs_Rinconada\CI2143548_ Verde Designs_Rinconada ProL Rev2.doc - '. '. " .13 Professional Services Rev. June 2,2010 IICc-terra~hared\ASD\PURCH\SOUCITATIONSICURRENT BUYER-CM FOLDERS\PW -JOHN MIContractslC12143548 Verde Designs_RinconadaICI2143548_ Verde Designs_Rinconada ProLRev2.doc. - :., . " EXHIBIT "B" SCHEDULE OF PERFORMANCE CONsuLTANT shall perfonn 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 ofthe project managers for CONSULTANT and CITY so long as all work is completed within the tenn ofthe 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 1. Task 1 2. Task 2 " 3. Task 3 4. Task 4 5, Task 5 6. Task 6 . . 13. . Completion . No. of Working. Days 12 Days 43 Days 66 Days 118 Days 50 Days 10 Days Professional Services Rev. June 2, 2010 \\Cc-Ierralshared\ASD\PURCH\sOLICITA TIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI2143548 Verde Designs_Rinconada\C12143548_ Verde" Designs_Rinconada ProLRev2.doc - " EXHIBIT "C" COMPENSi\TION 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" ("Basic Services") and reimbursable expenses shalr not exceed $6900. 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 $15,000. 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~ shall perform the tasks and categories of work as out~ined and budgeted . below., The CITY's Representative may approve in wrIting the transfer of budget amounts between anyofthe tasks or categories listed below provided the 'total compensation for Basic Services, including reimbursable expenses, does not exceed $135,000 and the total compensation for Additional Services does not exceed $150,000 . BUDGET SCHEDULE Task 1 (project Initiation) Task'2 (Site Survey, Analysis & Report) Task 3 (Design Development) Task 4 (Draft Master Plan) Task 5 (Master Plan) . Task 6 (Final Project Deliverables) Sub-total Basic Services Reimbursable Expenses . NOT TO EXCEED AMOUNT $6,000.00 $36,800.00 $28,600.00 $31,200.00 $23,400.00 $2,100.00 Total Basic Se~ices and Reimbursable expenses Additional Services (N otto Exceed) $128,100 $6,900 $135,000 . $5,000 $140,000 Maximum Total Compensation Professional Services December 14,2011 14 \\Cc-terra\Shared\ASD\PURCHISOLICITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI2143548_ Verde Designs_Rinconada\CI2143548_ Verde Designs_Rinconada ProLRev2.doc 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 CONSULTANTshall be reimbursed are: $6900 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 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 anticf'patedto be more than $100 shall be approved in advanc'e'bythe qTY's, . proje~t ~anager. ' , ADDITIONAL SERVICES I • ., 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 maximuJ?1 compensation, includirig 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 Finance Department and CONSULTANT prior to commencement of the 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: Extra City Council Meetings Extra Community Meetings Extra City Advisory Board Meetings Expanded Traffic Study Report 15 , Professional Services December 14, 2011 \\Cc-terra\Shared\ASD\PURCIDSOLICITA TIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI2143548 Verde Designs':'Rinconada\CI2143548_ Verde Designs~Rinconada ProLRev2,doc - EXHIBITC-l , SCHEDULE OF RATES CHARGE RATE SCHEDULE1 Project Rates Principal $185.00 per hour Project Manager/Construction Manager Level Four' $160.00 per hour Level Three $140.00 per hour Level Two ' , $130.00 per hour Level One $125.00 per hour Systems Administrator $135.00 per hour Project Designer' '$120.00 per hour Job Captain/Staff Engineer/Construction Administrator $115.00 per hour Draftsperson Level" ,,:. $105:00 per hour '. '. , Draftsperson Levell $95.00 per hour Project Administrator $80.00 per hour Intern $70.00 per hour Reimbursable Rates Blueprints, Printing and Reproductions Cost plus 10% Cost plus 10% Sub Consultant Services Reimbursable Expenses Blueprints and Reproductions Photography Models and Renderings Postage/Overnight Mail Service Travel Expenses Parking and Toll Expenses Permit Fees Courier Delivery Service Charge Rates for Subcontractor's for Rinconada Park. David J. Powers & Associates: SENIOR PRINCIPAL PRINCIPAL PROJECT MANAGER SENIOR ENVIRONMENTAL SPECIALIST, SENIOR PROJECT MANAGER ENVIRONMENTAL SPECIALIST PROJECT MANAGER ASSOCIATE PROJECT MANAGER ASSISTANT PROJECT MANAGER RESEARCHER , DRAFTSPERSON/GRAPHIC ARTIST , DOCUMENT PROCESSOR/QUALITY CONTROL ADMINISTRATIVE MANAGER ,OFFICE SUPPORT $ 250.00 PER HOUR $ 220,00 PER HOUR $195.00 PER HOl:JR $175.00 PER HOUR $'160.00 PER HOUR $150.00 PER HOUR $ 135.00 PER HOUR $ 110.00 PER HOUR $ 95.00 PER HOUR $ 85.00 PER HOUR $ 85.00 PER HOUR $ 85.00 PER HOUR $ 70.00 PER HOUR MATERIALS, OUTSIDE SERVICES AND SUBCONSULTANTS INCLUDE A 15% ADMINISTRATION FEE. Professional Services December 14, 2011 16 \\Cc-Ierra\shared\ASD\PURCH\sOLICITATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracls\CI2143548 Verde Designs_Rinconada\C12143548_ Verde Designs_Rinconada ProLRev2.doc - ", '. MILEAGE WILL BE CHARGED PER THE CURRENT IRS STANDARD MILEAGE RATE AT THE TIME COSTS OCCUR. SUBJECT TO REVISION JANUARY 2012 David J, Powers & Associates, Inc. provides regular,. clear and accurate Invoices as the work on this project proceeds, in accordance with normal company billing procedures. Th~ cost estimate prepared for this project does not include special accounting or bookkeeping procedures, nor does it Include preparation of extraordinal)( or unique statements or Invoices. If a special Invoice or accounting process is requested, the service can be provided on a time and materials basis. Charge Rates for SubcontrClctor's for Rinconada Park. Fehr & Peers: Robert Eckols Senior Associate II Nicole Nagaya Senior Engineer/Planner II Franzlska Church Senior Englneer/Plan·ner II Katherine Spencer Sr Eng Technician III (Graphics) Kevin Chen Engineer/Planner II , . . , .. .. Monica Altmaler Engineer/Planner II Ian Barnes Engineer/Planner I Stephanie Gonzalez En(lineer Planner I Alexandra Sweet E~glneer/Pianner I 17 . $ $ $ $ $ $ $ $ $ 225.00 150.00 145.00 135.00 120.00 115.00 110.00 105.00 105.00 Professional Services December 14,2011 \\Cc-terra\Shared\ASD\PURCH\SOLICITA TIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\C12143548 Verde Designs_Rinconada\C1214?548_ Verde Designs_Rinconada P.foLRev2.doc - " EXHIBIT "D" INSURANCE REQUIREMENTS CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITHAM BEST'S KEY RATING OF A-:VIJ, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY'S INSURANCE REQUIREMENTS, AS SPECIFIED BELOW: MINIMUM LIMITS REQUIRED TYPE OF C9VERAGE REQUIREMENT EACH YES YES YES YES YES YES OCCURRENCE AGGREGATE WORKER'S COMPENSATION STATUTORY EMPLOYER'S LIABILITY STATUTORY BODILY INJURY $1,000,000 $1,000,000 GENERAL LIABILITY, INCLUDING , PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE $1,000,000 $1,000,000 PROPERTY DAMAGE BLANKET , CONTRACTUAL, AND FIRE LEGAL BODILY INJURY & PROPERTY DAMAGE $1,000,000 $1,000,000 LIABILITY COMBINED. BODILY INJURY , $1,000,000 $1,000,000 -EACH PERSON $1,000,000 $1,000,000 . EAGlI OCCURRENCE AutOMOBILE LIABILITY, INCLUDING '. $1,000,000 $1,000,000 ALLOWNED, HIRED, NON·OWNED PROPERTY DAMAGE $1,000,000 $1,000,000. , , BODILY INJURY AND PROPERTY $1,000,000 $1,000,000 DAMAGE COMBINED PROFESSIONAL LIABILITY, INCLUDING, E~ORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE ALL DAMAGES $1000000 THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST'AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FOReE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOt ONLY CONTRACTOR AND ITS SUB CONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS' COMPENSATION, EMPLOYER'S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. I. INSURANCE COVERAGE MUST INCLUDE: A. A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE CANCELLATION; AND B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTqR'S AGREEMENT TO INDEMNIFY CITY. C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY'S PRIOR APPROVAL. II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE. III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO "ADDITIONAL INSUREDS" A PRIMARY COVERAGE WITH RESPECT TO CLA]MS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS' POLICY ]S PR]MARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING W]TH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS. B. CROSS LIABILITY 17 Professional Services December 14,2011 \\Cc-terra\Shared\ASD\PURCH\SOLICIT ATIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracls\C12143548 _ Verde Designs_Rinconada\CI2143548_ Verde Designs_Rincollada ProLRev2:doc '. ". THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTH~R, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE' INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DA'l"E FOR ANY REASON OTHER THANTHE'NON-PA YMENTOF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. . 2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE· FOR THE NON·PA YMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. NOTICES SHALL BE MAILED TO: ~. PURCHASING AND CONTRACT ADMINISTRATION CITY OF PALO ALTO P.O. BOX 10250 . PALO ALTO, CA 94303 17 Professional Services December 14,2011 \\Cc-Ierra\Shared\ASD\PURCH\SOLICIT A TIONS\CURRENT BUYER-CM FOLDERS\PW -JOHN M\Contracts\CI21435483erde Designs_Rinconada\CI2143548_ Verde Designs_Rinconada ProLRev2.doc '.