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Home My WebLink About2002-09-09 City Council (4)City of Palo Alto CRy Manager’s Report TO: FROM: DATE: SUBJECT: HONORABLE CITY COUNCIL CITY MANAGER SEPTEMBER 9, 2002 DEPARTMENT: COMMUNITY SERVICES CMR:374:02 APPROVAL OF AMENDMENT NO. 3 TO THE CONTRACT WITH DILLINGHAM ASSOCIATES IN THE AMOUNT OF $83,320 FOR SERVICES ASSOCIATED WITH DESIGN DEVELOPMENT AND CONSTRUCTION DOCUMENTS FOR PHASE 2 OF THE MITCHELL PARK FACILITIES IMPROVEMENTS (CIP 19803) RECOMMENDATION Staff recommends that Council authorize the City Manager or his designee to execute Amendment No. 3 to the contract with Dillingham Associates, increasing maximum compensation by $83,320, which includes a $7,500 contingency for additional services such as providing planning surveys, .site evaluations, feasibility studies or attending additional meetings, presentations or workshops outside the basic scope of services, for a total contract amount of $245,915. BACKGROUND In December 2000, Council approved a Park Improvement Ordinance adopting a Site Improvement Plan for the phased renovation of Mitchell Park. The Site Improvement Plan was prepared by Dillingham Associates under contract C8103195 in the amount of $58,598. Dillingham Associates was subsequently retained on a sole source basis to provide design development and construction documents for the first phase of the Mitchell Park Facilities Improvements Project (CIP 19803) under Amendment Nos. 1 and 2, which increased maximum compensation by $103,997 for a total contract amount of $162,595. DISCUSSION The scope of services for Phase 2 improvements includes provision of design development and construction documents for the following components of the Site Improvement Plan: renovations to all group and individual picnic areas and park pathways.; grading, drainage and irrigation improvements to the ’great lawn’ and adjacent turf areas; renovation of the arbors, multi-use bowl; demolition and replacement of the existing restroom at the tennis courts and installation of a new restroom at the East Meadow group picnic area, and miscellaneous other minor site improvements. CMR:374:02 Page 1 of 2 RESOURCE IMPACT The funding for design and construction of Phase 2 improvements is available in CIP 19803. The total estimated cost of all phases of the project is $3.3 million dollars, of which $2.4 million is currently funded within the Infrastructure Management Program. Costs for design and construction of Phase 1 .improvements currently total $1.5 million. Future year funding for implementation of subsequent phases will be requested through the Capital Improvement Project process. POLICY IMPLICATIONS Implementation ~ofMitchell Park Facilities Improvements Phase 2 is consistent with existing City policy, including Comprehensive Plan Policies C-24, C-26 and C-32. ENVIRONMENTAL REVIEW Niitchell Park Facilities Improvements Phase 2 is a landscape renovation project and is therefore categorically exempt from CEQA. ATTACHMENTS Attachment A:Contract PREPARED BY: CHRIS RAFFERTY Project Manager, Community Services /.~-o~ices CITY MANAGER APPROVAL: ~. ~ EMILY HARRISON Assistant City Manager CMR:374:02 Page 2 of 2 AMENDMENT NO. THREE TO CONTRACT NO. C8103195 BETWEEN THE CITY OF PALO ALTO AND REED DILLINGHAM DBA DILLINGHAI~ASSOCIATES .This Amendment No.Three to Contract No. C8103195 ("Contract") is entered into , by and between the CITY OF PALO ALTO, a chartered city and a municipal corporation of the State of California ("CITY")~ and REED DILLINGHAM DBA DILLINGHAM .ASSOCIATES, a sole proprietorship, located at 2927 Newbury Street,Berkeley,CA 94703 "CONTP~ACTOR"). " R E C’I T A L S: WHEREAS, the Contract was entered intobetween the parties for the provision of site improvement plan for renovation of Mitchell Park; and WHEREAS, the Contract was amended to include .design development and construction documents for the first phase of Mitchell Park Facilities Improvements (the "Project"); and WHEREAS, the parties wish to amend the Contract to include design development and construction documents for Phase II of the Project; and NOW, THEREFORE, in consideration of. the covenants, terms, conditions, and provisions of this Amendment, the parties agree :. SECTION i. Section 4.1 is hereby amended to read as follows: ~Inconsideration of the full performance of the Services~ by CONTRACTOR,CITY will pay CONTRACTOR a total sum not to exceed One Hundred Sixty-Two Thousand Five Hundred Ninety-Five Dollars ($162,595) for services rendered for Phase I of the Project and a sum not~ to exceed Eighty Three-Thousand Three Hundred TwentY Dollars ($83,320.00) which includes Seven Thousand Five Hundred Dollars ($7,500) for contract contingency for Phase II. of the Project, for a total contract amount not to .exceed. Two Hundred Forty-Five Thousand Nine Hundred Fifteen Dollars ($245,915.00), payable within thirty (30) days of submission by CONTRACTOR of its itemized billings, in triplicate." SECTION 2. Exhibit "A" to the contract entitled "Scope of Work" is hereby amendid to include Exhibit ~A" to Amendment One, Exhibit "A" to Amendment Two and Exhibit "A" to Amendment Three. 020729 sd10053090 SECTION 3.ExCept as herein modified, all other provisions of the Contract, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. ATTEST:CITY OF .PALO ALTO City Clerk Mayor APPROVED AS TO FORM: City Attorney APPROVED: Assistant City Manager REED DILLINGHAM DBA DILLINGHAM ASSOCIATES Title: Director of Administrative Services Taxpayer Identification No. 94-3322085 Director of Community Services Insurance Review Attachments: EXHIBIT "A".Scope of Work & Time Schedule for Landscape Architectural Services for Mitchell Park Facilities Renovation Phase 2 020729 sdl 0053090 2 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § 1189) STATE OF ~) ) ) On ~.. ~ ~~-- ,-before me, the undersigned, a notary public in and for said County, personally appeared p.-..,~._~_.-_-; : ~ (or proved to me on the basis of satisfactory evidence) to be the person(~) whose name~) is/~=re subscribed to the within instrument, and acknowledged to me that he/sk4e/~4%ey executed the same in his/he,/their authorized capacity(ie~), and that by his/be~r/t~ir signature C89 on the instrument the person~), or the entity upon behalf of which the person~) acted, executed the instrument. WITNESS my hand and officia! seal. Signature of Notary Public 020729 ~d10053090 3 Proposal for Landscape Architectural Services Mitchell Park Facilities Renovation Phase-2 City of-Palo Alto, California Prepared by Dillingham Associates Landscape Architects July 10, 2002 Legend: Prin = Principal Time @ $120 per hour Assc = Associate Time @ $95 per hour Draft = Drafting Time @ $75 per hour Sub = Subconsultant Fees No Task Prin Assc Draft Sub Fees t Desig n Deveiop, ment Phase 3 3 $6451.! Review proiect scope and bud,qet with City staff Consider response/revisions due to any comments from ARB Council & others. 1.2 Initiate Surveys 1.2.1 . Prepare detailed .site survey.showing pathways, picmc, areas ............ and tu~f meadows. ¯ ii2.2 0verall.s, it.~ ~u.~ey showing paths, buildings, parking and turf¯(to be iuse~!.as sign location plan and bench location plan) Prepare detaile~l Sits piafi~ of park pathways, picnic areas, ,and turf meadows 1.3.1 Prepare detailed plan 0f East.Meadow Greup Picnic Area . and Individual .Picnic.Area #1,including trash and recycling enclosures.’andl~rop0sed new restroom building. .P.repare deta.iled plan of Arbor PiCnic Area, individual Picnic Area #2 and Quiet Games Area, including arbors and trash & recycli..ug enclosures., 1.3.3 Prepare detailed ~lan of Pine Grove Group Picnic Areaand Individual Picnic Area #3, including trash and recycling enclosures. 1.3.4 Prepare detailed plan of Redwood Group Picnic Area and Individual Picnic Area #4, including trash and recycling enclosures. 1.3.5 Prepare combined Plan showing pathway system, picnic and play area boundaries (surface materials and edging), and turf meadows. 1.3.6 Collect detailed catalogue materials 1.3:7.--Prepare detailed cost.estimate; 1.3 1.3.2 1.4 Prel~are detailed plan for.multi-purp0se area 1.4.1 Prepare de.tailed plan for resurfacing existing retaining wal! and replacing concrete Stage; prepare sketch details 1.4.2 Collect detailed catalogue materials 1.4.3 Prepare detailedcost estimate. 6 --2 $1,080 :$:1,540 6 .:...: ¯ 2 $1 080 3 6 2 $1,080 $1,570 8 : ..2 $1;150 4 2 $53O 1-~ .2 ........-," .- ......, .$310 1.5 Prepare des ,qn plan for Main Arbor 1.5.1 Confirm design proposal for arbors at new community center and library adjacent to park. $310 Dillingham Associates. Landscape Architects Proposal for Landscape Architectural Services Mitchell Park FacilitiesRenovation Phase 2 No Task July 10, 2002 Prin Ass’c Draft Sub Fees Page 2 1.5.2 Prepare detailed plan for Main Arbor reflecting comparability with arbors at proposed new community center and library. 1.5.3 Prepare detailed cost estimate. 4 2 18 4 4 " $2,490 $620 1.6 1.7 Prepare Detailed Plan forNew Restroom at East Meadow Group Picnic Area and South End 1.6.1 Coordinate with Restroom Facilities: get data 1.6.2 Design means for accommodating restroom into park setting 1:6.3 Prepare plan and elevations 1.6.4 Prepare detailed cost estimate Review plans for pathways.. P~cnic areas, turf meadows, MUlti- purpose area, Main Arbor and New Restroom with City staff. 1.8. Revise materials n respons to.City comments. Subtotal Phase 1 2 Construction Documents Phase 1 1 1 t $3OO $45O $600 $3O0 $42O $57O $72O $420 $860_ $690 $33,290 2.1 Adiust"plans for pathyways,picni~ areas and turf meadows to match conditions or survey (’~,~acJ i4ii 2.2 Tltle’ Sheet .2.3~Demolition Plan . "2.3.1 North.e~dfacilities (scale to be determined). 2’.3.2 South en~l fa_cilities .(s~ale to be determined) 2.4 Gradinq and Dra na.qe~P ai~:~ " 1 6 6 6 4 6 1 ¯ 2.:4.1.. North en8 facilitie~ and’ pathways (scale to be deterrnined).2;4.2 Soutl~ end facilitiesandl~athways (scale to be determined). 2.4:3. Great lawn and ipa!h’Wa~s: (scale to be determined). " Storm drainage olans (integrated with grading) Calculation of cut.and fill quantities Review Of drainage p.lan by civil engineers 2.5 .Layout Plan for Pathways, Picnic Areas, Main Arbor and Muiti- purpose Area. 2.5.1 North end facilities (-scale to be determined) 2.5.2 South end facilities ’(scale to be determined) Electric l~l.an to Main Arbor Area 2.6. Irri.qation Plan: Adlustmentsto’Ex~st~n.q and New Research. and confirm existing facilities 2.6.1 Northe~6d facilities (scale to be determined) 2.6.2 South end facilities (scale tobe determined) 2.6.3 Great lawn (scale to be determined). Irrigation details and notes 2.7 Plantin.q Plan 2.7.1 North end facilities (scale to be determined) 2.7.2 South end facilities (scale tobe determined) Planting details and notes 6 : :6 2 2 ~$t,260 $460 6-.2 6 2 $8~0. $840 2...- -2 .... 2 2 .~.-. 6 $1,000 $1,,060 .~.-$1’#60 :;$I,;060 $860 $1,290 $1,120 4 .’! 16:’ 2 ’ 4 ,,.~16"..- - 2 . .: ~.$2;1.50 ......$rl;000.$1,000 1 6~.. .16 -. 1 6.16 ..... 1 6 16 1 6 16 .$880 .$1,890 $1~890--. - ’ $1,890 $1 890 2 -2 1 8¯$1,000 $1,000 $500 Dillingham Associates Landscape Architects Proposal for Landscape Architectural Services Mitchell Park Facilities Renovation Phase 2 " ~1o Task July "10, 2002 Prin Assc Draft Sub Page 3 Fees 2.8 Construction Details arbor section, arbor elevation, arbor details replacement of existing lighting .in arbor, temporary structure for vines during construction, wall at Multi-purpose Area, paving at Multi-purpose Area, stage at Multi-purpose Area, back-drop for stage, pathway section, drain inlets, sanitary drain line to new restroom, signs, picnic facilities, misc. paving. 4 2O 20 $3,880 2.9. Specificat ons.4 4 1 2.10 Architectural Plan, Details and Specifications forNew Restroom Miscellaneous constructiondetails f9r adapting prefab to setting ¯ Coordination with utilities 4 4 2.11 Construction Documents Cost Estimate (Enqinee¢s Estimate).4 8 2 .3.0 3.~ ,Subtotal Phase 2 Bidding Assistance Phase Attend Pr~-bid Meeting 3.2 Answe~ questions¯fr0m bidders Subtotal Phase 3 4.0 Constructien Observation Phase 4.1 .~ Attend Pre-construction meeting with Contractor 4.2 Review submittals from Contractor-’ 4.3 Site review meetings (10 meetings @ 3.5 hours each) 4.4 Pre-maintenance. inspection 4 4 4.5 Final inspection :Subtotal Phase 4 .. Totals 4 Subtotal of Profeaafonal Fees Reimbursable Expenses Total of. Professional Fees and Reimbursable Expenses .$300 $935 $80O $38O .$1,390 $33,475 $645 $310 $955 .,.. $690 $4,525 $860 $380 $~1oo $74,.820 ’$1,000 $75,820 Dillingham Associates Landscape Architects ~Eche|| P~, (~if~/of Palo OillinBbam.+ Associates Landscape Architects JulylO, 2002. Stage 1 - Design Development -_ Will b~ completed 45 days from the Notice to Proceed Stage 2 - Construction Documents Will be completed 7~; days from the Completion ofthe Design Development Stage Sta~e 3 - Bidding Assistance Willconform ~o the.City’~ bidding schedule and requirements. Stase 4 " Construction Admlnis~ation. ’ : Will.conform to-Re city’s and Contractor’s schedule req ulrements. TOTAL P.02