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HomeMy WebLinkAboutStaff Report 3747 City of Palo Alto (ID # 3747) City Council Staff Report Report Type: Consent Calendar Meeting Date: 5/13/2013 City of Palo Alto Page 1 Summary Title: Contract Amendment with RBF Consulting Title: Approval of Amendment No. 2 to Contract with RBF Consulting to add $134,088 for a Total Not To Exceed $484,088 for Design Services for the California Avenue Transit Hub Corridor Streetscape Improvements Project From: City Manager Lead Department: Planning and Community Environment Recommendation Staff recommends that Council approve and authorize the City Manager to execute Amendment No. Two (Attachment A) with RBF Consulting for the California Avenue Transit Hub Corridor Streetscape Improvements Project to add an additional $134,088 for additional design services, for a total contract amount not to exceed $484,088. Background The City initiated the California Avenue Transit Hub Corridor Streetscape Project in the Fall of 2010. The design contract was then awarded to the RBF/David Gates & Associates consultant team on July 25, 2011. Sidewalk widening and additional landscaping opportunities were requested by the City Council during initiation of the project and a preferred street alignment was approved on July 23, 2012. Several minor street alignment modifications were made as a result of the community outreach meetings to help respond to merchant requests for improved customer access and overall corridor circulation. On March 4, 2013, the Council reviewed the street lighting options and provided direction to staff to include replacement of the exiting street lighting for the California Avenue Transit Hub Corridor Streetscape Project. A Contract Amendment with RBF Consulting is required to complete the additional sidewalk widening and lighting design for the project. Discussion City of Palo Alto Page 2 Additional funding is required for the design of the sidewalk widening element of the project which includes extra curb and gutter removal , storm drain improvements, streetscape and site amenties plan, and provisions for outreach with the business merchants and the community. Funding is also required to implement additional lighting analysis required for the replacement of the streetlights on California Avenue as directed by Council. The increased design budget will also accommodate coordination of the New Founatin Design at the Park Boulevard Plaza. The original scope included coordination with the founatin sculpture, however additional scope is required to fully integrate construction into the improvement plans. Timeline The City anticipates continuing the detailed design phase of the project through the Spring 2013, to allow opportunities for community feedback and allow for formal review by the Architectural Review Board and Parks & Recreation Commission for the design of the Park Boulevard Plaza. Project design should be completed by the end of Spring of 2013. Staff will return to Council late Spring for final approval prior to advertising the project for bids. The City anticipates advertising the project for competitive bids in the Summer of 2013, with construction beginning in the Fall 2013. Resource Impacts Funding for the amendment to the Contract for additional design services is included in the Capital Improvement Program (CIP) project PL-11002- California Avenue Transit Hub Corridor Streetscape Project. Council has already approved the CIP to fund the design phase in the amount of $550,000 on the February 14, 2011 Council meeting. Policy Implications The City’s Comprehensive Plan recommends that the City enhance the California Avenue streetscape by upgrading the visual quality of the street to attract additional business and visitors to the area. Consistent with those Comprehensive Plan goals, the proposed streetscape and place-making improvements along California Avenue should ensure continued vitality of the California Avenue Business District. The Comprehensive Plan also encourages a mix of residential and non-residential uses at a scale of development that is comfortable for pedestrian use. The Plan encourages improving the appearance of the street while preserving its “hometown” character. Also, Program L-18 specifically calls for street improvements that City of Palo Alto Page 3 could make a substantial contribution to the character of Commercial Centers, including narrowing travel lanes. Environmental Review A preliminary Initial Study and the Negative Declaration - CEQA (California Environmental Quality Act) checklist for the project were completed, circulated for public review in December 2010 and approved by Council on February 14, 2011. The Negative Declaration concluded that the project will not result in any significant environmental impacts and may be reviewed online at www.cityofpaloalto.org/calave. Attachments:  Attachment A: Amendment to Contract with RBF (PDF) AMENDMENT NO.2 TO CONTRACT NO. S11140691 BETWEEN THE CITY OF PALO ALTO AND RBF CONSULTING This Amendment No.2 to Contract No. S 11140691 ("Contract") is entered into on XX May, 2013, by and between the CITY OF PALO ALTO, a California chartered municipal corporation ("CITY"), and RBF CONSULTING, a California corporation, located at SOO Ygnacio Valley Road, Walnut Creek, California 94612 ("CONSULTANT"). REC ITALS: WHEREAS, the City intends to reactivate the contract from the expiration date of July 1,2012 and extend the contractterm to December 31,2014 and increase the compensation from a total not to exceed of$350,OOO.00, by $134,088.00, to a new total not to exceed of$484,088.00 for additional work as specified in EXHIBIT "AI" Additional Scope of Work. WHEREAS, the parties wish to amend the Contract; NOW., THEREFORE, in consideration of the covenants, terms, conditions, and provisions ofthis Amendment, the parties agree: SECTION 1. Section 2 is hereby amended to read as follows: "SECTION 2. TERM. The term ofthis Agreement shall be from the date of its full execution through December 31, 2014 unless terminated earlier pursuant to Section 19 of this agreement" SECTION 2. Section 4 is hereby amended to read as follows: "SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit "A", including both payment for professional services and reimbursable expenses, shall not exceed Four Hundred Two Thousand FOllr Hundred Twenty Six Dollars ($402,426.00). In the event Optional services $36, I 00.00 as outlined in Exhibit "A" or use of Additional Services in the amount of $45,562.00 are authorized, the total compensation for these services and reimbursable expenses shall not exceed $81,662.00 Dollars. Therefore the value of this agreement shall not exceed Four Hundred Eighty Four Thousand Eighty Eight Dollars ($484,088.00) The applicable rates and schedule of payment are set out in Exhibit "C-l ", entitled "HOURLY RATE SCHEDULE," which is attached to and made a part of this Agreement. Optional Services or Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit "C". CONSULTANT shall not receive any compensation for Optional Services or Additional Services performed without the prior written authorization of CITY. Optional Services or 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 Revision July 25, 2012 described in Exhibit "k. SECTION 3. 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" entitled "EXHIBIT "AI" Additional Scope of Work" b. Exhibit "c" entitled "EXHIBIT "C" COMPENSATION c. Exhibit "B" entitled "EXHIBIT "C3" ESTIMATED FEE SIDEWALK d. Exhibit "C" entitled "EXHIBIT "C4" ESTIMATED FEE FOUNTAIN e. Exhibit "D" entitled "EXHIBIT "C5" ESTIMATED FEE LIGHTING SECTION 4. 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 J'ING /M BY:-=-'::-'-o<:::-_~ __ ~_' --==-'_ Name: c;44YI:>/i c, Yi+~ City Manager APPROVED AS TO FORM: Title: ~,~ tAct:-/lru.,~ Senior Asst. City Attorney Attachments: EXHIBIT "AI ": EXHIBIT "C" EXHIBIT "C3": EXHIBIT "C4": EXHIBIT "C5": ADDITONAL SCOPE OF WORK COMPENSATION ESTIMATED FEE SIDEWALK ESTIMATED FEE FOUNTAIN ESTIMATED FEE LIGHTING 2 Revision July 25, 2012 Sidewalk Widening Design EXHIBIT "AI" ADDITIONAL SCOPE OF WORK This Scope of work shall include additional design, survey and coordination required to provide construction bid documents (Plans, Specification & Estimate) for California Avenue sidewalk widening concept approved by City Council on July 23, 2012. TASK 1-FINAL PLANS, SPECIFICATIONS &c ESTIMATE Task 1.01-Revise Approved 15% Concept Plan The City Council approved the 15% sidewalk widening conceptual plan on 7/231 2012. CONSULTANT'S staff met with the City on 8/30/2012 to get authorization to proceed with the final PS&E based on this approved conceptual plan. The City staff requested major revisions to the sidewalk widening alignment. CONSULTANT'S project team revised the alignment and met with the City staff again on 9/1112012 to get approval of the revised alignment. The CONSULTANT'S project team has since prepared geometries and cost estimates for 4 sidewalk widening alternatives to assist the City in value engineering. The four alternatives evaluated are: I) construction of trench drain; 2) construction of grate on top of existing gutter; 3) construction of valley gutter in place of trench drain; and 4) construction of flush curb. Task 1.02 -Additional Field Survey Design topographic map per original scope of work was completed in September 2011. The CONSULTANT'S project team shall provide an additional field survey due to sidewalk widening to survey all conform area, edge of pavement where sidewalk widening is extended to, as well as locating all existing thru sidewalk roof drains so new connection can be provided. Task 1.03 -60% PS &E Based on the approved revised 15% sidewalk widening concept plan, and using Alternative One cross section (use of new trench drains), the CONSULTANT'S project team shall prepare 60% improvement plans that will incorporate the sidewalk widening. The plan sheets (Exhibit shall be expanded from the original scope of work to include the design of sidewalk widening along with the associated improvement it will require. • l.03a: Plan & Profile Street Improvement Plans Original Scope of work assumed the existing face of curb would remain in place except at few intersection bulb-outs. The proposed sidewalk shall removal of existing curb and gutter and sidewalk in some locations, and construction of new curb and gutter to conform to existing pavement elevation. New curb profiles will need to be designed to assure proper drainage and conform for the sidewalk widening locations. • l.03b: Storm Drain Improvement Plans The sidewalk widening shall require removal of curb, gutter and sidewalk in some locations. Proper attention shall be given to the design so sidewalk widening will not cause ponding of water. Trench drain or a concrete channel shall be designed at the interface of existing curb with the new sidewalk in order to pick up the surface water Page lof5 EXHIBIT "AI" ADDITIONAL SCOPE OF WORK from the eXlstmg and proposed sidewalk, as well as to provide new connection for existing thru sidewalk roof drains. The Storm Drain design shall require additional plan and profiles sheets as well as associated stann drain details. • l.03c: Demolition Plan The demolition plan included in the original scope of work shall be expanded to include the sidewalk widening design, as well as the additional intersection bulb-outs. • 1.03d: Construction Details / Cross Sections Additional cross sections and construction details shall be prepared and included on the bid set at the sidewalk widening locations. • 1.03e: Traffic Control Plans The traffic control plans included in the original scope of work shall be expanded to allow for the construction of the sidewalk widening and a more complicated traffic phasing assuring access to businesses during construction. • 1.03f:Planting & Irrigation expansion The new sidewalk widening design shall allow for additional landscaping and pot planting. This shall result in expansion of the original planting and irrigation scope. • l.03g: Streetscape element / site amenities plan The new sidewalk widening design shall allow for additional streetscape element and site amenities. This shall result in expansion of the original scope of work. • 1.03h: Specifications expansion CONSULTANT shall provide written specifications for the additional improvements specified due to sidewalk widening design such as trench drain, roof connections, etc. • 1.03 i: Cost Estimate CONSULTANT shall provide an engineer's estimate of probable construction costs for all additional civil, streetscape, planting and irrigation improvements due to proposed sidewalk widening. Task 1.04 -90% Contract Documents The CONSULTANT'S project team shall prepare 90% improvement plans that implement City and community comments to the 60% improvement plans. The 90% improvements shall be considered the Draft Final Bid Set for final review and approval by the City. Task 1.05 -100% Contract Documents Upon receipt of the E-76 from Caltrans, the CONSULTANT shall submit 100% stamped engineer's plans on mylar, specifications, and engineer's estimate details for bidding by the City for selection of a construction contractor. Page2of5 EXHIBIT" AI" ADDITIONAL SCOPE OF WORK TASK 2 -MEETINGS The proposed sidewalk widening design will require additional graphic materials, preparation of additional cross sections for the power point presentations, additional coordination with city staff and additional discussions at the community meetings as well as the advisory board meetings. Task 2.01 -Community Meetings An additional fee has been included for preparation of additional cross sections, power point slides and discussions due to proposed sidewalk widening design. Tasl{ 2.02 -Advisory Board Meetings An additional fee has been included for preparation of additional cross sections, power point slides and discussions dye to proposed sidewalk widening design. Task 2.03 -Meetings with City Project Team An additional fee has been included to account for discussions and coordination for the sidewalk widening design. This Scope of Work assumes Alternative One noted in above Task J.Ol (construction of new trench drain as presented to Public Works Department on 3/18/2013) will be the cross section used for proposed sidewalk widening. Any revisions to the proposed Alternative One cross section for Sidewalk Widening Design are not included in this Scope of Work. TASK 3 -WORK PRODUCT SUB MITT AL The proposed sidewalk widening will require additional plans sheets to incorporate the design into the original scope of work plan set. The CONSULTANT shall provide both reproducible and electronic sets of plans at 60%, 90% and lOO% (Final) to the City for reproduction. TASK 4 -CONSTRUCTION SUPPORT SERVICES The original scope of work will be expanded to include responding to Request for Infonnation during both the Project Bid and Construction phases of the project due to sidewalk widening design. Task 4.01 -Bid Support Services The original Scope of work shall be expanded to include response to any questions during bidding due to sidewalk widening design. Services will be provided on a time and material basis within the budget established under the fee section. Page 3 of 5 EXHIBIT "AI" ADDITIONAL SCOPE OF WORK Task 4.02 -Construction Support Services The original Scope of work shall be expanded to include preparation of responses to RFI's including any necessary Plan Revisions to clarifY construction process for or to address any design changes identified during construction for the proposed sidewalk widening. Services shall be provided on a time and material basis within the budget established under the fee section and includes: • 4.02a: Shop Drawing Review • 4.02b: Construction Plan Interpretation • 4.02c: Construction Meetings & Observation • 4.02d: Punch List, Approval & Close Out • 4.02e: Final Record Drawings Fountain Design Coordination The CONSULTANT'S project team shall provide the following additional services for the proposed fountain design at the Plaza at California Avenue. Fountain Design -The original scope included coordination with the fountain sculpture artist Mike Szabo for general layout of the fountain to be included in the plaza design. This additional scope is to provide more detailed coordination and to complete peer review of Mike Szabo's drawings and specifications to be included in CONSULTANT'S project team contract bid document set The specific Scope of Work includes: TASK 4.03 -Coordination with Fountain Sculpture Artist • Review artist's plan • Coordinate on the lighting for the sculptural fountain • Review grading around the fountain • Coordinate with artist on the fountain equipment • Review artist bid documents l'hotometric Analysis and l'reliminary Design for California Ave Street and Pedestrian Lights CONSULTANT'S project team shall provide a photometric analysis to establish the pole heights, fixture wattages, and number of poles required to provide lighting levels in compliance with City provided foot-candle requirements. If the City does not possess foot-candle requirements, lighting levels will be provided in accordance with ANSI/IESNA RP-8-00. The analyses shall include the maximum, minimum, and average lighting levels and the maximum/minimum and average/minimum ratios. Page4of5 EXHIBIT "AI" ADDITIONAL SCOPE OF WORK CONSULTANT shall submit the completed photometric analysis to the City for approval as a basis of design document prior to completing the electrical plan drawings, Preliminary Design shall include the spacing and type of preferred street and pedestrian lights, This Scope of Work does not include final design and preparation of Plan and Specifications for the California Avenue Street and Pedestrian Lights, Page50f5 EXHIBIT "c" COMPJ;~NSA nON The CITY agrees to compensate the CONSULTANT for professional services performed in accordance with the terms and conditions of this Agreement based on the hourly rate schedule attached as Exhibit Col The compensation to be paid to CONSULTANT under this Agreement for all services described in "A" {"Services"} and reimbursable expenses shall not $285,828.00 dollars as set forth in the fee schedule attached as Exhibit "C2". The compensation to paid to CONSULTANT under this Agreement for all services described in Exhibit "AI" ("Services") and reimbursable expenses shall not exceed $116,598,00 dollars as set forth in the fee schedules attached as ,Exhibits "cr, "C4" and "C5". CONSULTANT agrees to complete all Services, including reimbursable expenses, within this amount. In the event CITY authorizes any Optional Services, the maximum compensation shall not exceed $36,100.00 dollars. In the event CITY authorizes any Additional Services, the maximum compensation shall not exceed $45,562.00 dollars. 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. The total Not-To-Exceed value of this agreement is $448,088.00 dollars, OPTIONALAND ADDITIONAL SERVICES The CONSULTANT shall provide optional andlor additional services only by advanced written authorization from the City. The scope for any Optional services authorized shall be as set forth in Exhibit "A" For Additional Services, the CONSCLTANT, 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 CONSCLTANT's proposed maximum compensation, including reimbursable expenses, for such services based on the rates set forth in Exhibit C-I. 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 additional services is subject to all requirements and restrictions in this Agreement. TASK DESCRIPTION , , " ~ , , I: I i -i , Project Manager EXHIBIT C3 , FEE City of Palo Alto California Aveune Corridor Enhancmenl Project Design of Sidewalk Widening Senior Engineer Designer 1'man Crow Licensed Surveyor Princip;ll ! I Projecl Manager 'I lrrigalion c",dlOraphics Finel Hours Total Final Foo Tololl TASK DESCRIPnON Projeel Man~ger ~ I EXHIBIT C4 ESTIMA TED FEE California Avenue Corridor Enhancement Project Fountain Design Coordination I I I RBF-CONSULTING Seniol Llcen&ed PrincipaL En.glneet .~. 1-manCrew Surveyor I I GATES .... ASSOClA:rES Final Hoof'S FiNiI '" Projecl Total Total Manager Irrigation CildiGrilphtn !§ "."'" EXHIBIT CS ESTIMATED FEE RBF CQNStJL ~ING TASK DESCRIPTION Project Project Manager Designer DESIGN SERVICES Research for lighting levels at various cities, 6 32 photometric analysis & Preliminary Design Su-b'total -TASK 1 a 32 Hourly Rate $180.00 $118.001 Total Fee $1,080.00 $3,776.001 Reimbursable Ex ense Bud ,j GRAND TOTAL $1,080.00 $3,776.001 Page 1 Final Hours Final Fee Total Total 38 $4,856.00 38 $4;:8'56:00 $4,856.00 $0.00 $4,856.00