HomeMy WebLinkAboutStaff Report 3569City of Palo Alto (ID # 3569)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 3/18/2013
City of Palo Alto Page 1
Council Priority: Environmental Sustainability
Summary Title: Approval of Amendment No. One to Southgate Design
Agreement
Title: Approval of Contract Amendment No. One to Contract No. C12143146
in the Amount of $165,000 with RBF Consulting, Inc. for the Final Design and
Construction Support Services for the Southgate Neighborhood Storm Drain
Improvements and Green Street Project, Capital Improvement Program
Project SD-10101
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or his
designee to execute Contract Amendment No. One (Attachment A) to Contract
No. C12143146 with RBF Consulting, Inc., in the amount of $165,000 for final
design and construction support services for the Southgate Neighborhood Storm
Drain Improvements and Green Street Project (SD-10101). The amendment
includes $145,577 for basic services and $19,423 for additional services. The
revised total contract amount is not to exceed $305,000, including $252,371 for
basic services and $52,629 for additional services.
Background
In 2005, the property owners of Palo Alto voted to increase their monthly storm
drainage fee to fund a set of seven high-priority storm drain-related capital
improvement projects, including drainage improvements in the Southgate
neighborhood. The existing storm drainage system for the Southgate
neighborhood, originally designed in the 1920’s, relies on surface gutter flows.
City of Palo Alto Page 2
Gutter flows from the majority of the streets are directed to a single storm drain
inlet at the southeast corner of the neighborhood, at the intersection of Sequoia
and Mariposa Avenues. Although the existing storm drainage system within this
neighborhood works marginally well, the condition of the curb and gutter has
deteriorated over the years,causing severe ponding within the neighborhood.
Consequently, a design consultant was retained in November 2011 to conduct a
feasibility study and preliminary engineering to review options for a storm drain
system that is innovative and effective.
On November 21, 2011, Council awarded a contract with RBF Consulting, Inc. to
perform a feasibility study and preliminary design for the Southgate
Neighborhood Storm Drain Improvements and Green Street Project (SR#2196).
The contract was awarded in the amount of $106,794 for basic services and
$33,206 for additional services. The scope of work specified under the contract
included feasibility analysis, preliminary engineering design, and public outreach.
During the feasibility study stage, the consultant identified and analyzed the
optimum drainage features for the neighborhood and pinpointed specific
locations for the drainage improvements. The consultant also worked
cooperatively with staff to conduct a robust public outreach program, including
several community meetings and special events to solicit input from the
neighborhood residents on the proposed drainage improvements. Information
gathered from the feasibility analysis and during the public outreach process has
been used to formulate the findings and recommendations included in the project
feasibility study. The Consultant submitted the final draft of the feasibility study
to staff in August 2012. The innovative drainage system improvements proposed
for the Southgate neighborhood include the following key elements:
•Bio-retention areas, vegetated planters constructed as extensions of the existing
planter strips,at up to 19 selected intersections that will intercept, filter, and
infiltrate existing gutter flows.
•Reconstruction of selected crosswalks using permeable interlocking concrete
pavers that will intercept and infiltrate storm runoff.
•Reconstruction of an existing concrete pedestrian paseo connecting the
neighborhood to El Camino Real and a parallel paved drainage ditch with
permeable interlocking concrete pavers and an unlined, vegetated drainage
City of Palo Alto Page 3
swale that will filter and infiltrate storm runoff.
•Installation of a limited amount of new underground storm drains and inlets to
convey runoff more efficiently to the existing drainage system serving the
neighborhood.
Discussion
The original contract with RBF Consulting, Inc. has enough funding to complete
the feasibility study, preliminary design, and initial public outreach for the project.
The November 2011 SR#2196 noted that staff would return to Council for
approval of a contract amendment for final design and construction stage services
when additional project funds were to become available in FY 2013. As
anticipated, with the completion and approval of the final feasibility study, the
City needs the design consultant’s services to provide final plans, specifications,
and a cost estimate for the selected design elements to be constructed for the
Southgate Neighborhood Storm Drain Improvements and Green Street Project.
Staff will also need the consultant to provide construction support services during
the construction of the project.
The following is a summary of the additional scope of work included in the
attached contract amendment:
Task 1 –Final Plans, Specifications & Estimate (PS&E)
Consultant will prepare improvement plans, specifications, and estimate for the
implementation of the drainage improvements (19 bio-retention planters, and
permeable pavement crosswalks and paseo) identified in Phase I of the project,
and shown on the exhibit titled Proposed Project Conceptual Design Map dated
May 2012. The plans will be prepared for review and approval by City at 60%,
90%, and 100% design phases.
Task 2 -Meetings
Consultant will meet with City staff during the design phase to review submittal
review comments, as well as comments from community meetings. The scope
includes a total of five meetings with City staff for the duration of the project
City of Palo Alto Page 4
design phase.
Task 3 -Work Product Submittal
Consultant will provide both reproducible and electronic sets of following work
product submittals for staff review at the appropriate stage of work:
•60% construction documents: 8 half-size plan sets, 8 technical specifications
sets, 8 copies of an opinion of probable construction costs, plus digital files of all
documents on compact disc;
•90% construction documents: 8 half-size sets, 8 technical specifications sets, 8
copies of an opinion of probable construction costs, plus digital files of all
documents on compact disc; and
•100% construction documents: digital files of all documents on compact disc.
Task 4 -Construction Support Services
Consultant shall provide construction phase support services. The duties and
responsibilities at the Project site shall be in an indirect support role in dealings
with the contractor but shall be a direct support role for the interpretation of the
construction documents and the processes that allow the work to proceed
through the construction phase to completion. The construction phase services
shall include the following tasks: bid support services, construction support
services, shop drawing review, construction meetings and observations, punch list
review and approval and close out, final record drawing preparation, and
operations and maintenance consultation.
Task 5 -Southgate Resurfacing Project
Consultant shall conduct additional field survey work and prepare improvement
plans to allow for the construction of new exposed curb and gutter, driveway
aprons and curb ramps for four blocks in the Southgate neighborhood. The plans
will be prepared for review and approval by City at 60%, 90%, and 100% design
phases.
City of Palo Alto Page 5
Timeline
The feasibility phase and the preliminary design phase of the Southgate
Neighborhood Storm Drain Improvements and Green Street Project were
completed in November 2012. Preparation of the final construction documents
will be completed by the end of Spring 2013, and the construction phase is
scheduled to start in Summer 2013.
Resource Impact
Funding in the amount of $131,132 is available in the Storm Drainage Fund Capital
Improvement Program Project budget for Southgate Neighborhood Storm Drain
Improvements, SD-10101.Funds for the curb and gutter design in the amount of
$33,868 are included in Street Maintenance Capital Improvement Project, PE-
86070.
Environmental Review
This project is categorically exempt from the provisions of the California
Environmental Quality Act (CEQA) under Section 15303 of the CEQA Guidelines
and no further environmental review is necessary.
Attachments:
·A -Amendment No. One to Contract C12143146 (PDF)
1 Revision July 25, 2012
AMENDMENT NO. ONE TO CONTRACT NO. C12143146
BETWEEN THE CITY OF PALO ALTO AND
RBF CONSULTING, INC.
This Amendment No. One to Contract No. C12143146 (“Contract”) is entered into
________________,2013 by and between the CITY OF PALO ALTO, a California chartered
municipal corporation (“CITY”), and RBF Consulting, Inc., a California Corporation, located at 500
Ygnacio Valley Road, Suite 270, Walnut Creek, CA 94596 (“Consultant”).
R E C I T A L S:
WHEREAS, the Contract was entered into between the parties for the provision of
feasibility study and preliminary design services for the Southgate Neighborhood Storm Drain
Improvements and Green Street Project (Project); and
WHEREAS, the parties wish to amend the Contract to increase the scope of services
to include final design and construction stage services, increase compensation, and extend the
contract schedule;
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 the attached Exhibit “A-1”
as an addition to the Scope of Services described in “Exhibit A” of the original Contract and in
accordance with the terms and conditions contained in this Agreement. The performance of all
Services shall be to the reasonable satisfaction of 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 the
duration of the construction stage services rendered by CONSULTANT for the Project.”
SECTION 3. Section 4, NOT TO EXCEED COMPENSATION is hereby amended
to read as follows:
“The compensation to be paid to CONSULTANT for performance of the Basic
Services described in Exhibit “A-1” is an addition to the compensation of Basic Services described
in “Exhibit A” of the original Contract, including payment for professional services and
reimbursable expenses, shall not exceed two hundred fifty-two thousand three hundred seventy-one
dollars ($252,371). In the event Additional Services are authorized, the total compensation for
services and additional services and reimbursable expenses shall not exceed three hundred five
thousand dollars ($305,000). The applicable rates and schedule of payment are set out in Exhibit
"C-J" as part of Exhibit C of the original Contract.
Additional Services for this Contract Amendment, if any, shall be authorized in
accordance with and subject to the provisions of Exhibit "C-l". 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 not 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-I "."
SECTION 4. The following exhibit(s) to the Contract is/are hereby amended to read
as set forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a. Exhibit "A-I" entitled "SCOPE OF SERVICES".
b. Exhibit "B-1 " entitled "SCHEDULE OF PERFORMANCE".
c. Exhibit "C-I" entitled "COMPENSATION".
SECTION 5. 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
Name:
APPROVED AS TO FORM:
Title:
Senior Asst. City Attorney
Attachments:
EXHIBIT "A-I ":
EXHIBIT "B-1 ":
EXHIBIT "C-I":
SCOPE OF SERVICES
SCHEDULE OF PERFORMANCE
COMPENSATION
2 Revision July 25, 2012
City of Palo Alto Southgate Neighborhood Storm Drain Improvements and Green Street Project (CIP #SD-10101)
EXHIBIT “A-1” – Detailed Scope of Work
RBF Consulting (The RBF Project Team) agrees to perform the following Scope of Services:
Task 1 – Final Plans, Specifications & Estimate (PS&E)
RBF project team will prepare improvement plans for the project to allow the implementation of the
improvements (nineteen (19) bio-retention sites, and one (1) Paseo) identified in Phase I of the
project, and shown on the exhibit titled Proposed Project Conceptual Design Map dated May 2012.
The plans will be prepared for review and approval by City at 60%, 90%, and 100% design phases.
The tasks are as follows:
Task 1.01 Design Topographic Surveys
RBF project team will coordinate with City staff for City provided topographic mapping of the
project area to be used for design purposes. City provided design surveys shall include features
within each of the 19 specific sites to be improved; Elevation data shall be collected within the street
right of way; Trees shall be located and trunk diameter noted; Utilities and pavement elevations shall
be collected; Invert elevations of sewer manholes, storm drain manholes and inlets shall be collected
and pipe sizes noted where observable. A base map will be prepared in AutoCAD consisting of the
features located from the City provided design surveys. It is anticipated that the above described
design survey, and right of way line and property line information will be provided by the City of
Palo Alto. Therefore, design survey, and right of way mapping is excluded from this scope of work.
RBF project team will prepare base maps sufficient for design purposes based on the City provided
design survey.
Task 1.02 Coordination
The RBF Project Team will coordinate with the Fire Department, and City Waste Management
provider regarding the proposed bio-retention improvements.
Task 1.03 Base Mapping
The RBF Project Team will utilize the information collected (by the City) from the Field Survey/Data
Collection to prepare AutoCAD-generated base maps at a scale of 1”=20’. The base maps will show
existing curb-line, street right-of-way, surface features within the street including valves and manhole
locations and other man-made features. Underground utilities (as obtained from information provided
under Task 1.02) that may be impacted by the proposed improvements will be shown.
City of Palo Alto Southgate Neighborhood Storm Drain Improvements and Green Street Project (CIP #SD-10101)
Task 1.04 60% PS&E
RBF will prepare improvement plans for the Project to allow the implementation of the 19 bio-
retention areas, and the Paseo connecting El Camino Real and Portola Avenue, with the associated
storm drain improvements. The plan lists are as follows:
Task 1.04a Street Improvement Plans
The RBF Project Team will prepare final plan and profile (if necessary) street improvement plans for
the previously approved preliminary layout for the 19 bio-retention sites and Paseo developed under
Phase one of the project. The Paseo and each bio-retention intersection site will have a separate sheet
showing street improvement plan including proposed storm drain improvements at 1” = 10’ scale,
demolition plan at 1” = 20’ scale, and applicable details (storm drain profiles, intersection detail,
pervious paver details, proposed ADA ramp details, striping, etc.). The following are the anticipated
plan sheets:
Task 1.04b Planting and Irrigation Plans
The RBF Project Team shall prepare one (1) set of landscape construction drawings for the project
site in sufficient form and detail to construct the landscape improvements. The plans shall be
prepared based on the approved Preliminary plant pallet in Phase 1 of the project. The plans shall be
prepared in AutoCAD at an appropriate scale on a base map of the project prepared by RBF under
task 1.03. The following tasks will be accomplished at 60% milestone:
• Review input from workshop with City to finalize design direction
• Coordinate with City to identify points of connection for water service and power
• Research potential use of solar controllers
• Coordinate with City to determine trench depth/design sleeving locations and utility conflicts
with trench
• Provide input on final hardscape/paver layout
• Prepare 60% complete planting, and irrigation plans.
Plan # Sheets
Title Sheet 1
Key Map/Notes 1
Typical Sections and details 1
Paseo Plan Sheet 1
Bio-retention Plan sheets 10
Total Sheets 14
City of Palo Alto Southgate Neighborhood Storm Drain Improvements and Green Street Project (CIP #SD-10101)
Task 1.04c Specifications
The RBF Project Team will prepare contract documents in accordance with the requirements of
Caltrans and the City of Palo Alto. The City will provide its current “boilerplate” contract forms,
general conditions, and general provisions on a diskette in Word format. The RBF Project Team will
add the technical provisions for this Project utilizing Caltrans specifications in applicable areas. The
technical specifications will be prepared in the CSI format.
Task 1.04d Cost Estimate
The RBF Project Team will prepare a Project cost estimate at the 60% design document level.
Task 1.05 90% Contract Documents
The following will be completed in this task:
Task 1.05a 90% PS&E
90% Plans, Specifications and Estimate will be prepared incorporating comments received form 60%
PS&E review.
Task 1.05b Storm Water Pollution Prevention Plan
In order to appropriately determine the scope for the preparation of the Storm Water Pollution
Prevention Plan (SWPPP), RBF has completed a preliminary risk assessment for the project site
based on its location, area, assumed construction duration of 1 year and estimates that the project will
be classified as Risk Level 2.
The following scope of services has been developed based on a risk level two classification of the
project. If during the final assessment the project risk level is determined to be other than risk level
two, the project budget and fee schedule as shown in this proposal will need to be modified.
Task 1.05b1 SWPPP Preparation
RBF will serve as the Qualified SWPPP Developer (QSD) for the project by preparing and
uploading the necessary Permit Registration Documents (PRDs), including the SWPPP for
the project to comply with the construction general permit number R9-2009-0009. The
SWPPP will include a vicinity map, an erosion and sediment control plan (site map), a
description of potential project Best Management Practices (BMPs), a Construction Site
Monitoring Program (CSMP), and a Rain Event Action Plan (REAP) base form. This
proposal assumes that the Post-Construction requirements as described in the construction
general permit, order number R9-2009-0009, do not apply to this project because it is located
within a regulated MS4 area.
City of Palo Alto Southgate Neighborhood Storm Drain Improvements and Green Street Project (CIP #SD-10101)
Task 1.05b2 SMARTS and SWPPP Document Revisions and Updates
Acting as the project QSD, RBF will coordinate and update the project SMARTS account and
the project SWPPP document as the project construction progresses. This will include
uploading monitoring reports, revising the project SWPPP map, and processing necessary
Change of Information forms. RBF will perform this task on a time and materials basis. RBF
assumes that 24 hours of services will be required for completion of this task.
Task 1.06 100% Contract Documents
RBF project team will prepare 100% detailed project plans, technical specification, cost estimate, and
SWPPP for construction bidding purposes incorporating plan check comments from 90% review by
the City of Palo Alto.
The project team will provide one reproducible set of final project drawings, specifications, cost
estimate, and SWPPP and digital files of all documents on compact disc to the City.
Task 2 - Meetings
Task 2.01 Advisory Board Meetings
No presentations to City governing boards are included in this Scope of Work.
Task 2.02 Meeting with City project team
RBF project team will meet with City staff during the design phase to review submittal review
comments. We have included a total of 5 meetings with City staff for the duration of the project
design phase. Community meetings are excluded from this Scope of Services.
Task 3 Work Product Submittal
RBF will provide both reproducible and electronic sets of following work product submittals for staff
review at the appropriate stage of work:
• 60% design development documents: 8 half-size plan sets, 8 technical specifications sets, 8
copies of an opinion of probable construction costs, plus digital files of all documents on
compact disc
• 90% design development documents: 8 half-size sets, 8 technical specifications sets, 8 copies
of an opinion of probable construction costs, plus digital files of all documents on compact
disc
City of Palo Alto Southgate Neighborhood Storm Drain Improvements and Green Street Project (CIP #SD-10101)
• 100% design development documents: digital files of all documents on compact disc
Task 4 Construction Support Services
Consultant shall provide construction phase support services. The duties and responsibilities at the
Project site shall be in an indirect support role in dealings with the contractor but shall be a direct
support role for the interpretation of the construction documents and the processes that allow the work
to proceed through the construction phase to completion. The construction phase services shall
include the following tasks, which will be performed at the request of Client on a time-and-materials
basis.
Task 4.01 Bid Support Services
RBF shall be available during City’s bidding phase of the project to answer questions and provide
guidance to the bidders. RBF can provide the following:
Attend pre-bid meetings, interpret the documents as may be requested, and maintain a written record
of questions and interpretations given.
Prepare clarification information to the Construction Documents during the bidding period as may be
required. Coordinate all efforts with City staff. The need for a maximum of 12 hours is estimated for
this task.
Task 4.02 Construction Support Services
RBF project team will perform the following tasks:
Task 4.02a Shop Drawing Review
RBF shall process submittals, including receipt, review, and appropriate action on shop drawings,
product data, samples, and other submittals for conformance with the intent of the Contract
Documents. Consultant comments on such vendor data shall be given to the City Project Manager for
further processing. Multiple reviews of re-submittals which do not adequately address the initial
review comments are not included in this scope of services. The need for a maximum of 28 hours is
estimated for this task.
Task 4.02b Construction Plan Interpretation
RBF shall provide consulting services during the construction phase of the Project to interpret plans
prepared by RBF project team and recommend plan revisions based upon field conditions
encountered during construction. RBF shall also review and assist the City in evaluating the
contractor’s change order requests for improvements designed by RBF project team.
City of Palo Alto Southgate Neighborhood Storm Drain Improvements and Green Street Project (CIP #SD-10101)
RBF shall prepare supplemental interpretation of Consultant’s documents in response to requests
from the City. The need for a maximum of 48 hours is estimated for this task.
Task 4.02c Construction Meetings & Observation
RBF shall attend field meetings at the request of the City to observe the progress of the work and
report on the construction’s substantial compliance to the plans and specifications prepared by
Consultant. The need for a maximum of 24 hours is estimated for this task.
Task 4.02d Punch List, Approval & Close Out
At the 100% completion of all improvements, RBF project team shall provide up to 12 hours for the
review of the improvements to provide for final review and comment on the improvements as to
conformance with the plans and specifications prepared by Consultant and to assist the City in
obtaining final acceptance of improvements. The field review shall be requested by City, and the
City shall provide a responsible representative and a Contractor’s superintendent to accompany
Consultant during the final review for the purpose of communicating to the Contractor the necessary
corrective work.
Task 4.02e Final Record Drawings
RBF shall revise the approved Plans for the Project, based upon field changes and revisions (redlined
prints) as provided by the Project’s Contractor. Reproducible copies and CD-ROM of Final Record /
Project Drawings in ACAD 2007 format shall be submitted to the City. Since the extent of field
changes is unknown at this time, we have estimated a maximum of 16 hours for this task.
Task 4.02f Operations and Maintenance
RBF project team will provide consultation and training to the Public Works Operations/maintenance
crew for the operation, maintenance, and troubleshooting of proposed bio-retention areas. We have
estimated a maximum of 16 hours for this task.
Task 5 Southgate Resurfacing Project
RBF project team will prepare improvement plans for the project to allow for the construction of new
exposed curb & gutter, driveway aprons and curb ramps for four blocks in the Southgate
neighborhood. The four blocks are identified on attached Exhibit D – Street Resurfacing Site Map.
The plans will be prepared for review and approval by City at 60%, 90%, and 100% design phases.
The tasks are as follows:
City of Palo Alto Southgate Neighborhood Storm Drain Improvements and Green Street Project (CIP #SD-10101)
Task 5.01 Survey
RBF Project team will provide additional field survey to obtain elevations at face of sidewalk for the
project area as outlined on Exhibit C. In addition elevations at back of wall at existing driveway and
walkway locations will also be obtained.
Task 5.02 Plans – 60%, 90% & 100% Submittal
The RBF Project Team will prepare final plan and profile (if necessary) for street resurfacing plans
per attached location map, to be included in the improvement plans prepared under Task 1.04a. The
improvement plans and demolition plans will be prepared at a scale of 1” = 20’ scale, and applicable
details (profiles, proposed ADA ramp details, striping, etc.). Each bio-retention location shall include
design of 25’ of exposed curb & gutter on each side to facilitate drainage. The curb and gutter plan
sheets shall be at 1” = 20’ scale and the City’s standard curb & gutter, curb ramp and driveway
approach drawings will be included on one of the typical sections and details sheets. We anticipate 4
plan and profile sheets for the Curb &Gutter design.
This Scope of Work assumes that RBF project team will show construction of exposed 5” and/or 6”
curb and gutter even at locations where proposed top of curb may be higher than adjacent sidewalk
and planting strip, in order to conform to existing face of sidewalk grade. When required, the
difference in elevation between proposed top of curb, and the existing face of sidewalk will be taken
in the existing planting strip. City of Palo Alto has stated this design is acceptable to them. Removal
and replacement of existing sidewalk except at driveway and walkway locations, and landscape and
irrigation services and/or evaluation of the existing landscaping in the planter strips adjacent to the
project sites for the street resurfacing are excluded from this Scope of Work. It is assumed that City
will provide the specifications and cost estimate for plans prepared under Task, to be included in the
specification and cost estimate prepared under tasks 1.04c and 1.04d.
Task 5.03 Meeting with City Staff
RBF project team will meet with City staff during the design phase to review submittal review
comments. We have included a total of 2 meetings with City staff for the duration of the project
design phase.
Task 5.04 Work Product Submittal
RBF will provide both reproducible and electronic sets of following work product submittals for staff
review at the appropriate stage of work:
• 60% design development documents: 2 full-size plan sets, 2 half-size plan sets, 2 technical
specifications sets, 2 copies of an opinion of probable construction costs, plus digital files of
all documents on compact disc
City of Palo Alto Southgate Neighborhood Storm Drain Improvements and Green Street Project (CIP #SD-10101)
• 90% design development documents: 2 full-size plan sets, 2 half-size plan sets, 2 technical
specifications sets, 2 copies of an opinion of probable construction costs, plus digital files of
all documents on compact disc
• 100% design development documents: digital files of all documents on compact disc
Construction Support Services for Task 5 - Street Resurfacing Project are excluded from this Scope of
Services.
ASSUMPTIONS
• The following material shall be furnished by the City:
o City shall provide access to the site, and owner CADD archives for the project.
o Right-of-way line and property line information to be provided by the City of Palo Alto from their
GIS system.
o City shall pay all governmental fees and costs.
o Distribution of Consultant-prepared outreach materials to property and business owners
of all community workshop meetings.
o Available information on location of City-Owned utilities and irrigation equipment.
o Coordination and administration of reviews and approvals by internal and external
jurisdictional agencies.
• Pothole excavation will be done by others.
• Proposed Storm Drain will tie into existing catch basin at intersection of Mariposa and
Sequoia Avenues. Existing or proposed storm Drain capacity study is not part of this Scope
of Work.
• Storm Water Quality Monitoring
EXCLUSIONS
The following are excluded from the Basic Services component of the Scope of Work, but may be
provided as additional services, as requested by the City:
• Any presentations to City governing boards
• Community Meetings
• Current Title Reports
• Construction Staking, inspection, administration, construction quantity calculations and
management
• Legal Descriptions and Exhibits for any new right-of-way or easements (including
construction easements)
• Multiple Construction phasing and bid documents
• Preparation of any Environmental Documentation
• Identification of existing easements on properties
City of Palo Alto Southgate Neighborhood Storm Drain Improvements and Green Street Project (CIP #SD-10101)
• Preparation of plans for Street Lighting enhancement opportunities, and street light
improvement plans
• Design for areas outside of previously identified 19 bio-retention sites, and the Paseo
• Storm Water Control Report
• Hydrology and/or hydraulic studies
• Graphics / Signage Package
• Conditional Use Permit, Zone change, Specific Plan Amendment and/or Area Plan
• Design of Dry Utilities, i.e. telephone, electric, gas and cable TV Plans
• Dry Utility Relocation Plans
• Acoustical Studies
• Traffic Engineering reports or studies
• Boundary Survey / ALTA Survey
• Lot Line Adjustment or Parcel Map
• Design of traffic signals
• Excavation for potholing of existing underground utilities
• Acquisition of any right-of-way, easements, permit to enter, encroachment permits, etc.
• Property Appraisals
• Parking Analysis
• Design of any retaining walls
• Cathodic Protection Plans
• Water, Sewer, and Storm Drain capacity studies
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EXHIBIT “B‐1”
SCHEDULE OF PERFORMANCE
Consultant shall perform the Services so as to complete each milestone within the number of
weeks specified below. The time to complete each milestone may be increased or decreased by
mutual written agreement of the project managers for CONSULTANTS 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 No. of Weeks from NTP
1. 60% PS&E 6
2. 90% PS&E 11
3. 100% PS&E 15
4. Final Bid Documents 17
Professional Services
Rev June 2, 2010
D-1
S:\PWD\STORM\CIP\SD-10101 Southgate\CONTRACTS\Amendment #1\Exhibit C-1_COMPENSATION.docx.doc
EXHIBIT “C-1”
COMPENSATION
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
described in Exhibit C-1 of the original contract 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-1” (“Basic Services”) and reimbursable expenses shall not exceed
$145,577. 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 $165,000. 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.
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, does not exceed $145,577 and the total
compensation for Additional Services does not exceed $19,423.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $88,310
(Final Plans, Specifications & Estimate)
Task 2 $4,562
(Meetings)
Task 3 $1,776
(Work Product Submittal)
Task 4 $20,049
(Construction Support Services)
Task 5 $30,880
(Southgate Resurfacing Project)
Total Basic Services $145,577
Additional Services (Not to Exceed) $19,423
Maximum Total Additional Compensation $165,000
Professional Services
Rev June 2, 2010
D-1
S:\PWD\STORM\CIP\SD-10101 Southgate\CONTRACTS\Amendment #1\Exhibit C-1_COMPENSATION.docx.doc
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written
authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s request,
shall submit a detailed written proposal including a description of the scope of services,
schedule, level of effort, and CONSULTANT’s proposed maximum compensation, including
reimbursable expense, for such services based on the rates set forth in Exhibit C-1. The
additional services scope, schedule and maximum compensation shall be negotiated and
agreed to in writing by the CITY’s project manager and CONSULTANT prior to
commencement of the services. Payment for additional services is subject to all requirements
and restrictions in this Agreement
Prepared by: RBF Consulting
Prepared for: City of Palo Alto
Southgate Neighborhood Storm Drain Improvements and Green Street Project
Phase 2
Fees and Rate Schedule Date: 2/27/2013
Project
Manager Senior
Engineer
Project
Engineer Designer Surveyor Licensed
Surveyor
Principal Project
Manager Irrigation Cad/Graphics
DESIGN SERVICES
TASK 1 Final Plans, Specifications & Estimate
1.01 Coordination with Fire Dept & Waste Management 4 8 12 $1,664.00
1.02 Coordination for City provided Survey 3 12 16 31 $3,876.001.03 Base Mapping 8 8 $944.00
1.04 60% PS&E
1.04a: Street Improvement Plans 40 8 168 216 $28,328.00
1.04b: Planting & Irrigation Plans 8 2 16 16 2 44 $5,710.00
1.04c: Specifications 4 40 12 56 $8,680.00
1.04d: Cost Estimate 4 12 8 24 $3,096.00
1.05 90% Contract Documents
1.05a: 90% PS&E 24 16 80 2 16 16 154 $20,438.00
1.05b: SWPPP:
1.05b1: SWPPP Preparation 32 $4,736.00
1.05b2: SWPPP Update 24 $3,552.00
1.06 100% Contract Documents 8 8 24 2 4 8 54 $7,286.00
Subtotal - TASK 1 95 72 56 312 16 0 6 56 40 2 599 $88,310.00
TASK 2 Meetings
2.01 Advisory Board Meeting - ARB 0 0 0 0 0 $0.00
2.02 Meetings with City Project Team 20 4 2 26 $4,562.00
Subtotal - TASK 2 20 4 0 0 0 0 2 0 0 0 26 $4,562.00
TASK 3 Work Product Submittal
3.01 Work Product Submittal 2 12 14 $1,776.00
Subtotal - TASK 3 2 0 0 12 0 0 0 0 0 0 14 $1,776.00
TASK 4 Construction Support Services
4.01 Bid Support Services 4 4 1 9 $1,432.004.02 Construction Support Services
4.02a: Shop Drawing Review 4 12 8 24 $3,456.00
4.02b: Constrcution Plan Interpretation 8 1 32 8 49 $6,324.00
4.02c: Constrcution Meetings & Observation 8 8 8 24 $3,584.00
4.02d: Punch List, Approval & Close Out 4 3 7 $1,185.00
4.02e: Final Record Drawings 2 8 3 13 $1,904.00
4.02f: Operation & Maintenance 2 8 4 14 $2,164.00
Subtotal - TASK 4 32 0 41 32 0 0 7 28 0 0 140 $20,049.00
TASK 5 Southgate Resurfacing Project
5.01 Survey 8 24 32 $8,624.00
5.02 PS&E - 60%, 90% & 100% submittal 16 144 $19,872.00
5.03 Meeting with City Staff 8 $1,440.00
5.04 Work Product Submittal 8 $944.00
Subtotal - TASK 5 24 0 0 160 24 32 0 0 0 0 0 $30,880.00
SUBTOAL HOURS & FEE 173 76 97 516 40 32 15 84 40 2 765 $145,577.00
Hourly Rate $180.00 $163.00 $148.00 $118.00 $120.00 $150.00 $155.00 $120.00 $115.00 $100.00
Total Fee $31,140.00 $12,388.00 $14,356.00 $60,888.00 $4,800.00 $4,800.00 $2,325.00 $10,080.00 $4,600.00 $200.00
Reimbursable Expense Budget
Total Additional Services
GRAND TOTAL BUDGET APPROVAL REQUIRED $31,140.00 $12,388.00 $14,356.00 $60,888.00 $4,800.00 $4,800.00 $2,325.00 $10,080.00 $4,600.00 $200.00
$19,423
$145,577.00
$0.00
$165,000.00
Final
Fee
Total
TASK DESCRIPTION Final Hours
Total
RBF CONSULTING GATES + ASSOCIATES
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