Loading...
HomeMy WebLinkAbout2002-07-09 City CouncilCity of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL ATTN:POLICY AND SERVICES COMMITTEE FROM:CITY MANAGER DEPARTMENT: COMMUNITY SEVICES DATE: SUBJECT: JULY 9, 2002 CMR:316:02 APPROVAL OF A DRAFT SCOPE OF SERVICES FOR THE PALO ALTO SOUTH OF FOREST AVE. (SOFA) PARK ARCHITECT PROFESSIONAL DESIGN SERVICES RECOMMENDATION Staff recommends that the Policy and Services Committee review and approve the attached consultant contract scope of services for the SOFA Park Architectural Design services and authorize staff to proceed with this project. BACKGROUND In 1997, the City began a planning process for the SOFA neighborhood. On April 10, 2000~ the City Council approved a coordinated Area Plan. A working group, appointed by the Council, developed a plan concept for the SOFA area. One of the key proposals in the plan is the development of a new neighborhood park at acentral location within the SOFA neighborhood. This project will design and construct a 2-acre park on the site of the former Palo Alto Medical Foundation in the heart of the SOFA neighborhood. Policy and Procedure 1-10 stipulates that the appropriate Council committee may review scopes of service for consultant contracts larger than $25,000. CIP Project No. 10218, Palo Alto South of Forest Ave. (SOFA) Park, provides an initial $125,000 for professional design services for the SOFA Park. DISCUSSION The first step in the selection process is to issue a request for quotations (RFQ). Interested firms will submit statements of qualifications (SOQ). The SOQ consists of a letter of interest with general information about the firm’s qualifications and experience. Staff will review the SOQs and the leading candidates will be sent a more detailed request for proposal. A professional design consultant selection committee composed of staff from City departments, the Parks and Recreation Commission, and the Architectural CMR: 316:02 Page 1 of 3 Review Board will conduct the selection process, participate at the interviews, and select the design firm. ~ The scope of services for this project.will outline a process for a collaborative community design process to address not only park development, but also appropriate relationships with existing and proposed homes, the Roth Building, and nearby Scott Park. The selected firm will work with the community and the City in an interactive process to explore and develop the vision for a dynamic world class park. (Attachment A) The timeline for the project will be to initiate the RFQ and SOQ’s this summer, with final consultant and project startup completed by early fall. Park construction is estimated to begin in late 2003 or early 2004. RESOURCE IMPACT " Funds are budgeted in Capital Improvement Program Project CIP 10218, Palo Alto South of Forest Ave. (SOFA) Park, in the amount of $125,000 for design and construction documents development. POLICY IMPLICATIONS This recommendation is consistent with existing City policies. TIMELINE’ Staff anticipates selecting a consultant by fall 2002. presented to Council for approval in October 2002. A contract will then be prepared and ENVIRONMENTAL REVIEW Approval of the scope of services and selection of the consultant does not require environmental review. The SOFA Park design project will be subject to the requirements of the California Environmental Quality Act (CEQA) and the CEQA process will start during the conceptual design process. ATTACHMENTS Attachment A:Draft Scope of Services for the SOFA Park Design project. CMR: 316:02 Page 2 of 3 PREPARED BY: PAUL DIAS Director, Parks & Golf Division DEPARTMENT HEAD: PAUL Director of Community Services CITY MANAGER APPROVAL: HARRISON Assistant City Manager CMR: 316:02 Page 3 of 3 ATTACHMENT A PALO ALTO SOUTH OF FOREST AVE. (SOFA) PARK PROFESSIONAL DESIGN SERVICES The City of Palo Alto is accepting proposals for park & landscape design professional services for a new 2-acre park to be located at Homer, Waverley & Bryant Streets, referred herein to as the SOFA Park. The South of Forest Area (SOFA), which surrounds the potentialpark site, consists mainly of one and two- story, single-family homes. Some of the houses have historic value, and all are and attractive integral part of this visually cohesive neighborhood. The proximity of the site to the civic core of the City, the potential of incorporating the historic Roth Building, which is a city-owned resource, into the designs and the beauty of the surrounding neighborhood demand that the project be of the highest caliber. Integration of the park around the Roth Building will result in the park flowing together making the park seem larger and more spacious. Greater space around the Roth Building will disencumber it from its background and allow viewers to appreciate its historic architectural qualities. The overall park design will take advantage of heritage oak trees and several dozen other existing trees included on the site. The selected landscape architectural firm will collaborate with the community and the City to address appropriate relationships with the adjacent homes, the Roth Building, nearby Scott Park, and to be sensitive to the site and its context. The park’s location, just three blocks from University Ave., will provide a quiet reflective space as well as offer increased recreational opportunities, a place for neighborhoods to meet, or just quiet study. The selected firm will work with the community and the City in an interactive process generating ideas, exploring visions for the park and ultimately developing a dynamic plan. ATTACHMENT A PALO ALTO SOUTH OF FOREST AVE. (SOFA) PARK PROFESSIONAL DESIGN SERVICES Scope of Services BASIC SERVICES Project Startup 1.Meet with City Staff, review scope of services, develop preliminary time line, project goals, etc. Preliminary Design Phase 1. Investigate existing site conditions and obtain all existing data. Evaluate the scope of work and coordinate with the City to prioritize work items. Recommend alternatives to enhance the project or reduce costs. 3.City-provided site survey required for the project shall be precise data used. 4. Perform an analysis of all applicable codes. 5.Coordinate with both City staff and utility companies to identify and address potential issues regarding site utilities. Prepare, for City review, preliminary design documents, including at a minimum two alternatives, designs that illustrate initial ideas on how project goals and requirements would be met within the given budget. 7. PrePare preliminary cost estimates. Prepare, for City review, the Preliminary Design. Drawings may include plans showing site layout, grading, drainage, landscaping, irrigation, site utilities, and other drawings as required to illustrate the scale and relationship of project components. 10. Prepare, for City review, preliminary design phase statement of probable construction costs. Hold Community/Neighborhood Workshops to review design and alternative concepts (minimum 2 meetings) 11. Presentation: Parks & Recreation Commission 2 ATTACHMENT A PALO ALTO SOUTH OF FOREST AVE. (SOFA) PARK PROFESSIONAL DESIGN SERVICES 12. Revise plans to reflect comments from workshops and Parks & Recreation Commission. Work Products and Deliverables: ¯Four (4) full-size sets of preliminary design drawings ¯Two (2) half-size sets of preliminary design drawings ¯Four (4) copies of Design Phase statement of probable construction costs Co Design Development 1. Recommend a design alternative. Respond to and address Community/City staff comments on preliminary Design Phase drawings, and to develop Phase One construction budget. 3.Continue the development and expansion of the Design Phase drawings. 4.Adjust or re-prioritize scope of work items as required to stay within the construction budget. o Prepare, for City review, Design Development Phase documents which include plans showing site layout, grading, drainage, landscaping, irrigation, site utilities, and other drawings as required to establish the final scope, relationships forms, size and appearance of the project. 6.Prepare, for City review, and updated statement of probable construction costs based on the Design Development drawings. 7.Hold Community/Neighborhood workshops to review recommended design alternative. (Minimum 2 meetings) 8. Revise selectedplan to incorporate Community/Staff comments. Presentations (4): Architectural Review Board; Parks & Recreation Commission; City Council Finance Committee (?); City Council. 10.Revise plans to incorporate comments/meet with City Staff to finalize plan. 3 ATTACHMENT A PALO ALTO SOUTH OF FOREST AVE. (SOFA) PARK PROFESSIONAL DESIGN SERVICES Work Products and Deliverables: ¯Four (4) full-size sets of Design Development drawings ¯Two (2) half size sets of Design Development drawings ¯Four (4) copies of updated statement of probable construction costs. Construction Documents Phase - 60% Submittal 1. Respond to and address City Staff comments on the Design Development Phase drawings 2.Coordinate any further adjustments in the scope or quality of the project or in the project budget approved by the City. o Prepare, for c.ity review, construction documents which include site and floor plans, elevations, sections, details, construction notes, landscaping, irrigation, site utility plans and other drawings as required to set forth in detail the requirements for the construction of the project. Include all required structural calculations and design analysis for electrical, mechanical or lighting systems. o Prepare for city review, a copy of draft technical specifications that cover all aspects of the project including catalog cuts, product literature, and an indication of any maintenance considerations. 5.Prepare for City review an updated statement of probable construction costs based on the 60% submittal documents. Work Products and Deliverables: ¯Four (4) full-size sets of 60% submittal drawings ¯Two (2) half-size set of 60% submittal drawings ¯Four (4) copies bf draft technical specifications ¯Four (4) copies of 60% submittal statement of probable construction costs 4 ATTACHMENT A PALO ALTO SOUTH OF FOREST AVE, (SOFA) PARK PROFESSIONAL DESIGN SERVICES E. Construction Documents Phase - 95% Submittal 1. Revise and complete the construction documents (drawings and specifications) to a 95% submittal stage, based on the City’s comments on the 60% submittal. The 95% complete construction documents shall be signed and stamped by California registered, professional landscape architects, architects and/or engineers, and submitted to the City for review and approval. This submittal will be reviewed for final plan check by City staff and should include all appurtenant design analyses such as final structural calculations and technical information for any equipment or furnishings not previously reviewed. With the exception of printing and binding, the 95% complete construction documents, from a content viewpoint, should be ready for bidding with all technical specifications for site improvements, equipment and furnishings 100% complete. A final statement of probable construction cost shall be submitted. This estimate shall be used as the City’s Engineer’s Estimate for bid comparisons and to establish the "Maximum Construction Budget" as defined in the Article I.B of the Agreement for Services. Work Products and Deliverables: ¯Six (6) full-size sets of 95% submittal drawings ¯Two (2) half-size set of 95% submittal drawings ¯Six (6) copies of 95% submittal technical specifications ¯Six (6) copies of final statement of probable construction costs Fo Construction Documents Phase - 100% Submittal ¯ 1. Considering final review and plan check comments from City Staff, revise the construction documents, and furnish signed reproducible copies.of the 100% complete construction documents ready for reproduction and binding for bidding by the City. City staff will prepare and include the Notice Inviting Bids, Proposal Requirements and Instruction to Bidders, all required Proposal and Bond forms, and Conditions of the Contract. ATTACHMENT A PALO ALTO SOUTH OF FOREST AVE. (SOFA) PARK PROFESSIONAL DESIGN SERVICES 2. Prepare bid schedule(s). Work Products and Deliverables: ¯ One (1) full-size reproducible set of 100% submittal drawings ¯Two (2) half-size sets of 100% submittal drawings ¯One (1) copy of 100% submittal technical specifications ¯Compact disc or zip disk containing electronic file versions of the drawings and specifications. Bidding Phase 1. As requested by the City: a. Assist the City in developing a list of potential bidders. City shall advertise for bids and monitor issuance of documents. b. Prepare drafts of addenda or clarifications c. Review and provide written evaluation of bids and recommend award or rejection. 2. Attend and participate in a pre-bid conference H. Construction Phase 1. After award of the construction contract, attend and participate in the pre-construction conference to be conducted by the City. Provide construction support services including: a. Review and respond to Contractor submittals and requests for substitution. b. Respond to Contractor’s requests for information (RFI) and clarification. o As requested by the City: a. Attend progress meetings and/or visit the site to observe the work or to respond to inquiries.or requests for clarification. b. Interpret the contract documents c. Review or evaluate construction schedule, schedule of values, change orders and payment requests. d.. Prepare of proposal requests and review contractor’s quotations for change orders. e. Perform final review/evaluation and preparation of punch list. f. Attend close out meeting 6 ATTACHMENT A PALO ALTO SOUTH OF FOREST AVE. (SOFA) PARK ¯ PROFESSIONAL DESIGN SERVICES Note: Contractor’s submittals to the City (including change order proposals and RFI) for review and approval by the First Party shall be returned to the City no later than ten (10) working days after receipt by First Party, As needed, RFI response may be required on the same day-of submittal. ¯ I. , MeetingsAllow for up to twenty (20) City/neighborhood meetings during design. Reimbursable Expenses Allowance for reimbursable expenses shall be set as part of the Agreement of Services. Reimbursable expenses include the following: 1.Expenses for reproduction, special handling of drawings, specifications or documents which are specifically needed to meet requirement of the Agreement. 2.Expenses of data processing and photographic production which are specifically needed to meet requirement of the Agreement. 3.Expenses for transportation in connection with the performance of Basic and/or Additional Services. II.ADDITIONAL SERVICES Additional services shall not be rendered without first receiving written authorization from the City. The consultant and the City must arrive at an agreed upon, not-to-exceed fee and method of payment prior to the ¯ Consultant’s proceeding with any additional service. Additional services may include: Making revisions to any submittal documents subsequent to approval by the City of such documents, or are other wise due to or required by reason or causes beyond the control of the Consultant. °Providing services made necessary by failure of performance of either City or City’s construction contractor for work designed under this Agreement; or by replacement of work caused by fire or other unforeseen cause. 3.Preparation of record drawings based on information provided by the City’s construction contractor. 4.Providing financial feasibility or other special studies not covered under Basic Services. 7 ATTACHMENT A PALO ALTO SOUTH OF FOREST AVE. (SOFA) PARK~ PROFESSIONAL DESIGN SERVICES 5.Providing planning surveys, site evaluations ,or comparative evaluations of other sites or facilities not covered under Basic Services. 6.Binding and printing copies of the final construction documents for bidding and construction purposes. Providing drawings, specifications and/or other supporting data in connection with contract change orders when such contract change orders are not necessitated by design errors or omissions by the First Party. o Preparing to serve or serving as an expert witness, for any arbitration proceeding or legal proceeding, unless such arbitration or legal proceeding is necessitated by design errors or omissions by the First Party. 9.Attend and participate in meetings and/or presentations to the City Council. 10.Providing any other additional services not otherwise included, or not customarily furnished in accordance with the First Party’s generally accepted professional practice, when so requested by the City and mutually agreed upon, in writing.