HomeMy WebLinkAboutStaff Report 7396
City of Palo Alto (ID # 7396)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 12/12/2016
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Summary Title: Parks, Trails, Natural Open Space and Recreation Master Plan
Contract and Budget Amendment
Title: Approve and Authorize the City Manager to Execute Contract
Amendment Number One to Contract Number C14150749 in the Amount of
$138,719 for Project Consultant MIG for Additional Services; and Approve a
Budget Amendment in the Capital Improvement Fund (Project PE-13003)
From: City Manager
Lead Department: Public Works
Recommendations
Staff recommends that the City Council
1. Approve and authorize the City Manager or his designee to execute
Amendment No. 1 to Contract No. 14150749 with MIG (Attachment A) for
$138,719 for Design Services Including $20,000 in Additional Services for a
total contract amount not to exceed $515,384 for the Parks, Trails, Open
Space and Recreation Master Plan Project (PE-13003).
2. Amend the Fiscal Year 2017 Budget Appropriation Ordinance for the Capital
Improvement Fund budget by
a. Increasing the Parks, Trails, Open Space and Recreation Master Plan
Project (PE-13003) appropriation by $94,732; and
b. Decreasing the Infrastructure Reserve by $94,732.
Background
The Council approval in 2014 of the Parks, Trails, Natural Open Space and
Recreation Master Plan (Master Plan) Capital Improvement Project (PE-13003)
initiated the analysis and review of Palo Alto’s parks and recreation system for
future renovations and capital improvement needs. The Master Plan
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recommendations include changing needs and the evolving demands for future
recreation, programming, environmental and maintenance investments.
The planning process to develop the Master Plan consists of three phases.
Phase 1: Specific Site and Program Analysis and Community Engagement
Development of a comprehensive inventory and analysis of all Palo Alto
parks, trails, developed natural open space areas (picnic areas, parking
lots), and recreational facilities and programs; analysis of current and
forecasted demographic and recreation trends; and analysis of community
recreation needs. Identification of community and stakeholder needs,
interests, and preferences for system enhancements using a proactive
community engagement process with a broad range of activities.
Phase 2: Developing and Prioritizing Project and Program Opportunities
Preparation of goals, policies and programs, identification of capital
projects, needed renovations and other improvements, and prioritization of
projects into an implementation timeline of short (5-year), medium (10-
year), and long-term (20-year) ranges.
Phase 3: Drafting of the Master Plan, Review and Adoption
Public, Parks and Recreation Commission (PRC) and Council review, and
Council approval process to adopt the Master Plan.
A master planning services contract with MIG, a planning consulting firm, was
approved in December 2013.
Discussion
The Master Plan completion requires additional time and effort to analyze and
develop recommendations for this city-wide study. Based on requests from the
Parks and Recreation Commission, additional work is needed, exceeding the
authorized Additional Services budget and requiring a contract amendment. In
addition, the Master Plan’s new policies, programs, and park concepts require an
environmental assessment to allow the final master plan document to be
incorporated by reference into the City’s updated Comprehensive Plan. The
environmental assessment was not included in the project’s original scope. The
new project schedule shows adoption of the Master Plan in spring of 2017.
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Staff asked the consultant to perform additional tasks, beyond the original scope
and together negotiated the amendment scope and terms.
These tasks include
additional analysis of the park and recreation system as requested by the
Parks and Recreation Commission, meetings and project coordination
totaling $47,084;
preparation of an environmental assessment totaling $71,635; and
additional services (future) totaling $20,000.
Resource Impact
The available unencumbered budget in the project equals $43,987. The remaining
work to complete the Master Plan exceeds the authorized contract amount by
$138,719, resulting in the need for an adjustment to the FY 2017 budget to
increase the Master Plan CIP project by $94,732 and decrease the Infrastructure
Reserve by $94,732.
Including Amendment No. 1, the contract with MIG totals $515,384 (summary
below). The Master Plan process has been ongoing for three years. The total cost
to complete the Master Plan, including $559,000 in staff time, $515,384 for the
MIG contract, and $28,588 in other contract expenses for the three year process
to date, is approximately $1.1 million.
MIG Contract Amendment No. 1 $138,719
MIG Original Contract $376,665
Total MIG Contract: $515,384
Policy Implications
Approval of the design services for this contract is consistent with City policies.
Environmental Review
Pursuant to the California Environmental Quality Act (CEQA), the preparation of a
draft Mitigated Negative Declaration will analyze the proposed project, including
the Master Plan park concepts. Park concept plans do not constitute approval of
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the project and a separate environmental assessment will be performed once the
community provides specific input when the project is funded.
Next Steps
December 2016 - February 2017: Environmental assessment and circulation
January 2017 Council Study Session: Draft Master Plan review
Spring 2017: Master Plan Adoption
Attachments:
Attachment A: Contract Amendment C14150749 (PDF)
1 Revision April 28, 2014
AMENDMENT NO. 1 TO CONTRACT NO. C14150749
BETWEEN THE CITY OF PALO ALTO AND MIG, INC.
This Amendment No. 1 to Contract No. C14150749 (“Contract”) is entered into on December 5,
2016,by and between the CITY OF PALO ALTO, a California chartered municipal corporation
(“CITY”), and MOORE IACOFANO GOLTSMAN, INC. dba MIG, INC., a California corporation,
located at 800 Hearst Ave., Berkeley, CA 94710 (“CONSULTANT”).
R E C I T A L S
A. The Contract was entered into between the parties for the development and
drafting of the Parks, Trails, Natural Open Space and Recreation Master Plan (“Project”).
B. The parties wish to amend the Contract by increasing the compensation by
$138,719 and to extend the term through June 30, 2017 for additional scope of design services and
an environmental assessment in accordance with the California Environmental Quality Act (CEQA)
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this
Amendment, the parties agree:
SECTION 1. Section 1, SCOPE OF SERVICES is hereby amended to read as follows:
Consultant shall perform the services described in Exhibit “A-1” as an addition to the Scope of
Services described in Exhibit “A” of the original contract in accordance with the terms and
conditions contained in this Agreement and this Amendment No.1. The performance of all
Services shall be to the reasonable satisfaction of the CITY.
SECTION 2. Section 2, TERM is hereby amended to read as follows:
The term of this Agreement shall be from the date of its full execution through June 30, 2017
unless terminated earlier pursuant to Section 19 of this Agreement.
SECTION 3, Section 3, SCHEDULE OF PERFROMANCE is hereby amended as follows:
Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall
complete the Services within the term of this Agreement and in accordance with the schedule set
forth in Exhibit “B” and Exhibit B-1”, attached to and made a part of this Agreement. Any Services
for which times for performance are not specified in this Agreement shall be commenced and
completed by CONSULTANT in a reasonably prompt and timely manner based upon the
circumstances and direction communicated to the CONSULTANT. CITY’s agreement to extend the
term or the schedule for performance shall not preclude recovery of damages for delay if the
extension is required due to the fault of CONSULTANT.
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2 Revision April 28, 2014
SECTION 4. Section 4, NOT TO EXCEED COMPENSATION is hereby amended to read as follows:
The total compensation to be paid to CONSULTANT for performance of the Services described in
Exhibit “A” and Exhibit A-1”, including both payment for professional services and reimbursable
expenses, shall not exceed Four Hundred Forty Seven Thousand Two Hundred Fifty Four Dollars
($447,254). In the event Additional Services are authorized, the total compensation for Services,
Additional Services and reimbursable expenses shall not exceed Five Hundred Fifteen Thousand
Three hundred Eighty Four dollars ($515,384). The applicable rates and schedule of payment are
set out in Exhibit “C-1”, 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 subject to
the provisions of Exhibit “C” and “C-2”. CONSULTANT shall not receive any compensation for
Additional Services performed without the prior written authorization of CITY. Additional Services
shall mean any work that is determined by CITY to be necessary for the proper completion of the
Project, but which is not included within the Scope of Services described in Exhibit “A” and Exhibit
“A-1”.
SECTION 5. The following exhibit(s) to the Contract is/are hereby added to read as set forth in the
attachment(s) to this Amendment, which are incorporated in full by this reference:
a. Exhibit “A-1” entitled “SCOPE OF SERVICES”.
b. EXHIBIT “B-1 entitled “SCHEDULE OF PERFORMANCE”.
c. Exhibit “C-2” entitled “COMPENSATION”.
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SECTION 6. Except as herein modified, all other provisions of the Contract, including any exhibits
and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this
Amendment on the date first above written.
CITY OF PALO ALTO
City Manager (Contract over $85k)
Purchasing Manager (Contract over $25k)
Contracts Administrator (Contract under
$25k)
APPROVED AS TO FORM:
City Attorney or designee
(Contract over $25k)
Contracts Administrator
(Checklist Approval)
MIG, INC.
Officer 1
By:
Name:
Title:
Officer 2 (Required for Corp. or LLC)
By:
Name:
Title:
Attachments (If applicable):
a. Exhibit “A-1” entitled “SCOPE OF SERVICES”.
b. EXHIBIT “B-1 entitled “SCHEDULE OF PERFORMANCE”.
c. Exhibit “C-2” entitled “COMPENSATION”.
DocuSign Envelope ID: FABBD4B4-94F1-4DDB-97DB-932E7D108979
Principal
Lauren Schmitt
Secretary
Carolyn Verheyen
4 Revision April 28, 2014
EXHIBIT A-1
SCOPE OF SERVICES
AMENDMENT NO. 1
BACKGROUND
CONSULTANT is under current contract to provide the necessary analysis and community outreach
work required to drat the Parks, Trails, Natural Open Space and Recreation Master Plan for the City
of Palo Alto. Due to the expanded analysis work, extended project schedule and coordination,
including preparation of an environmental assessment in accordance with the California
Environmental Quality Act (CEQA), additional funding is required to complete the Master Plan.
The purpose of this amendment is to provide funding for design services and to perform an
Environmental assessment.
Task 1: Additional Analysis, Meetings and Coordination
The Consultant provided additional analysis for the completion of the Parks, Trails, Natural Open
Space and Recreation Master Plan as follows:
1. Develop a potential project and program matrix.
2. Additional meetings resulting from the projects extended schedule.
3. Additional project coordination resulting from the project extended schedule.
Task 2: Environmental Assessment
The Consultant shall prepare an environmental assessment in accordance with the requirements of
the California Environmental Quality Act (CEQA ) for the completion of the Parks, Trails, Natural
Open Space and Recreation Master Plan..
CONSULTANT shall complete the following steps associated with completing the environmental
assessment of the project:
1. Initial Project Review
2. Preparation of Project Description
3. Preparation of Administrative Draft of the Initial Study
4. Preparation of the Public Review of the Initial Study
5. Response to Public Comment
6. Draft a Mitigated Negative Declaration (MND)
7. Revisions necessary to gain Council Adoption of the Document
8. Necessary Meetings/Hearings
9. Project Management
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EXHIBIT “B-1”
SCHEDULE OF PERFORMANCE
AMENDMENT NO. 1
CONSULTANT shall perform the Services so as to complete each milestone within the number
of days/weeks specified below. The time to complete each milestone may be increased or
decreased by mutual written agreement of the project managers for CONSULTANT and CITY so
long as all work is completed within the term of the Agreement. CONSULTANT shall provide a
detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the
notice to proceed.
Milestones Completion
Weeks from NTP
Task 1: Additional Analysis, Meetings and Project Coordination 28
Task 2: Environmental Assessment 28
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EXHIBIT C-2
COMPENSATION
AMENDMENT NO. 1
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule
attached as exhibit C-1 of the original contract up to the not to exceed budget amount for
each task set forth below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for
Basic Services, including reimbursable expenses, and the total compensation for Additional
Services do not exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $47,084
(Additional Analysis)
Task 2 $71,635
(Environmental Assessment)
Sub-total Basic Services $118,719
Additional Services (Not to Exceed) $20,000
Maximum Total Compensation for Amendment No.1 $138,719
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REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall reimburse
CONSULTANT for the following reimbursable expenses at cost. Expenses for which CONSULTANT
shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and
meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission
and postage charges are reimbursable at actual cost.
C. Presentation boards and mounting.
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense anticipated to be more than $500.00 shall be approved in advance by the CITY’s
project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization from
the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a detailed
written proposal including a description of the scope of services, schedule, level of effort, and
CONSULTANT’s proposed maximum compensation, including reimbursable expense, for such
services based on the rates set forth in Exhibit C-1of the original contract. The additional services
scope, schedule and maximum compensation shall be negotiated and agreed to in writing by the
CITY’s Project Manager and CONSULTANT prior to commencement of the services. Payment for
additional services is subject to all requirements and restrictions in this Agreement
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