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Home My WebLink About2000-06-19 City CouncilTO: BUDGET ’00-’01 City of Palo Alto City Manager’s Report HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE: SUBJECT: JUNE 19, 2000 CMR:241:00 AWARD OF CONTRACT IN THE AMOUNT OF $150,000 TO CALIFORNIA CONSERVATION CORPS FOR OPEN SPACE TRAIL, PICNIC AREA AND CAMPGROUND MAINTENANCE AND RESTORATION RECOMMENDATION Staff recommends that Council: 1. Approve and authorize the Mayor.to execute the attached contract with California Conservation Corps (CCC) in the amount of $150,000 for trail, picnic area, campground and miscellaneous maintenance in Byxbee Baylands Preserve, Arastradero Preserve and Foothills Park. The contract is a one-year agreement with options for two additional years through June 30, 2003. J Authorize the City Manager or his designee, to exercise the option to renew the contract for the second and/or third year, provided the contractor is responsive to the City’s needs, and the quality of the contractor’s work, product and price are acceptable. DISCUSSION Project Description The work to be performed under the contract is for general trail, picnic area and campground maintenance at Byxbee Baylands Preserve, Arastradero Preserve and Foothills Park. Work tasks include trimming trees and shrubs away from the borders of camp sites, picnic areas, roads and trails; removal of poison oak; clearing of landslides; clearing of designated fire breaks; building water bars on trails to provide run-off drainage; planting appropriate native plants along disturbed corridors or picnic sites; and clearing weeds from the trail tread and road borders. Park rangers .provide some park maintenance for the emergency removal of fallen trees and branches along hiking trails and at camp sites and picnic areas. However, there is not adequate staffing or equipment.to re-slope trails or remove sloughed soil during CMR:241:00 Page 1 of 3 the few months of the year when the soil is pliant and workable. The concentrated growing season of thistle and other invasive plants makes it infeasible for staff to control weeds along park trails and picnic areas. It is crucial that the City keep the fire breaks in the foothills free ~ of vegetation and readily accessible to fire vehicles and emergency responders. Similarly, park trails must be kept open and accessible to emergency personnel for rescues and patrol. Another portion of contracted.work will befor,the .maintenance and restoration of park infrastructure. Work projects will include replacement of wooden foot bridges; widening and resloping tra!ls; replacement of picnic tables, barbecues and other picnic area amenities; installing replacement trail signs and markers; rebuilding split rail fences; installing or replacing drainage culverts; removing silt from collection shoals; rebuilding retaining walls; straightening posts and roadside barriers. The California Conservation Corps Services has efficiently provided maintenance of open space areas since 1985. The CCC has an intimate knowledge of the City’s trail system. They have proven able to work effectively in difficult backcountry conditions. Selection Process The Palo Alto Municipal Code(PAMC 2.30.140) allows sole source agreements when the applicable services are available from one provider. The CCC is the only available agency that has the equipment and the staff resources to accomplish the maintenance and restoration tasks outlined in the contract. RESOURCE IMPACT Funding for the first year of the contract for routine maintenance projects ($21.,000) is proposed within the FY 2000-2001 Community Services Operating Budget. Funding for park infrastructure maintenance and restoration ($35,000) is proposed within the FY 2000- 2001 Capital Improvement Plan Budget. POLICY IMPLICATIONS This recommendation does not represent any change to existing City policies ENVIRONMENTAL REVIEW This project is categorically exempt from the Califomia Environmental Quality Act (CEQA) under Section 15302 of the CEQA Guidelines. CMR:241:00 Page 2 of 3 .PREPARED BY:Gregory Betts, Superintendent, Open Space & Science DEPARTMENT HEAD: PAUL THILTGEN Community Services Director CITY MANAGER APPROVAL: E~LY ~tARRISON Assistant City Manager ATTACHMENTS Attachment A:Contract, including Exhibit A, Scope of Services CMR:241:00 Page 3 of 3 AGREEMENT No. ~’DATE TO BEBY THIS AGREEMENT MADE AND ENTERED INTO ON THE DAY OF 19__ I.BY CiTY PURCHASI BY AND BETWEEN THE CiTY OF PALO ALTO (HEREINAFTER REFERRED TO AS C!TYI AND (NAME) (1) California. Conservation Corps (2) (ADDRESS) Pc O, BOX 98 (CITY) Moffet¢ Field CA (z=~4035-0098 (PHON~O-~03.~810 (HEREINAFTER REFERRED TO AS CONTRACTOR). IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS: ¯ CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED SERVICES AND/OR MATERIALS SPECIFIED IN EXHIBIT , ATTACHED HERETO AND INCORPORATED HEREIN BY THiS REFERENCE: Contractor shall provide all staffing and equipment necessary to maintain and improve trails, picnic areas, trail heads, easements, bridges and other areas of the Palo Alto Open Space Par and nature preserves. The Corps shall ’provide supervision .of work crews and will meet on a daily basis with City staff to coordinate work projects, work specifications and special pre- cautions. Contractor agrees to abide by the provisions of their agreement for the period ¯ EXHIBITS THE FOLLOWING AJ-~ACHED EXHIBITS HEREBY ARE MADE PART OFTHIS AGREEMENT: July .1, 2000 to June 30, 2003 A:California Conservation Corps Contract standards and agreement TERMS THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ONJuly 1, 2000 AND SHALL BE COMPLETED BEFORE June 30. 2003. COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT: [~ZCITY SHALL PAY CONTRACTOR: An amount not to exceed $50,000 (Fifty Thousand and 0/100 Doiiars) ,p~ fiscal year. The total amount of this contract is for an amount not to exceed $150,000 [] CONTRACTOR SHALL PAY CITY: ( One Hundred Fifty Thousand and 0/i00 Dollars.) ¯ PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE) CITY ACCOUNT NUMBER: ’KEY ~CODE OBJECT I PROJECT PHASE NO.I, DOLLAR AMOUNT .~ 02017350 3199 1 120’000 per year’ ’D0’000 ~°~71817100 q199 i0001 999 .30:000 p~.r.y~a~; $90;000 tnt GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS DOCUMENT. THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THI AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRII-IEN ABOVE. HOLD HARMLESS, CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its officers, agents, and employees from any and all demands, claims or liability any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, agents’ or employees’ negligent acts, errors, or omissions, or willf misconduct, or conduct for which the law impodes strict liability on CONTRACTOR in the performance or failure to perform this agreement by CONTRACTOR. ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purcha and sale of the equipment, materials or supplies or payment for services which may be the subject of this contract. All prior agreements, representations, statemenf negotiations and undertakings whether oral or written are superseded hereby. PROJECT MANAGER AND REPRESENTATIVE FOR CITY NAME Greg Betts DEPT. CSD/Open Space CONTRAC~p~I B Y TITLE P.O. BOX 10250 PALO ALTO, ~6~5~.7.3112 Telephone SOCIAL SECURITY OR I.R.S. NUMBER 94-6001347 INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER CITY OF PALO ALTO APPROVALS: (ROUTE FOR S=GNATURES ACCORDING TO NUMBERS ~N APPROVAL BOXES BELOW) FINANCE PURCHASING & CONTRACT ADMINISTRATI0 (4) RETAIN GREEN COPY CONTRACTOR EXHIBIT A - SCOPE OF WORK CALIFORNIA CONSERVATION CORPS Contractor Shall provide staffing, supervision and equipment, appropriate for accomplishing the following tasks: Trail clearing and regrading Planting of plants and seed materials Installation and maintenance of water bars Brush, shrub and grass removal Tree trimming and removal Trimming and remova! of poison oak Replacement and construction of wood foot bridges Repair and installation of picnic tables and barbecues Installation of posts, trail markers, interpretive signs and trail head markers Trail construction .and rerouting according to design specification and city standards The contractor shall provide a knowledgeable supervisor’ who will be on-site with the crew at all times.. The field supervisor will meet with the senior ranger or trail coordinating ranger on a daily basis in the field to review work progress. Trails shall be widened and graded according to established Santa Clara County trail guidelines and standards. ’" The contractor shall at all times protect and preserve native plants along trails and in picnic areas. All corps members will receive training in native plant recognition from the City before commencing any trail project in the open space parks. With the approval of the senior ranger, contractor, may operate City vehicles within the scope of duties. STATE OF CALIFORNIA PROJECT EVALUATION FORM CCC-58 (REV. 01/95) !G] EDUCATIONAL ACTIVITIES scheduled during the work day. SPONSOR: Educational presentation to increase Corpsmember understandin~l of the natural environment CALIFORNIA CONSERVATION CORPS Page 2 of 3 ILength of time scheduled:6O This project will provide opportunities to teach corpsmembers effects of soil erosion and trail repair and stabilization to protect natural habitat. CCC: The CCC will be doing the following work/learn activities. I Length of time Ischeduled: Soil erosion control, trail construction, habitat restoration, and carpentry skills.. 60 EQUIPMENT & MATERIALS To be supplied by SPONSOR: Qty ea Description Technical supervision To be supplied by CCC: Qty.Description ea CCC Crew with Supervision ea Crew tool complement and safety gear Special SPIKE equipment needed by crew: " SPIKE Information (description and location of housing): STATE OF CALIFORNIA PROJECT EVALUATION FORM CCC-58 (REV. 01/95) A] PROJECT DATA Project/Work Code: Contract: Project Title: Project Description: CALIFORNIA CONSERVATI R99-7827 I Center Code: 818 I Hourly/Performance: H PALO ALTO PARKS MAINTENANCE Center: Pacific Bays Resource Category: Assist The City with maintenance of trails, picnic areas and, campgrounds in Foothills Arastradero and Bixby Parks Project Evaluator:Bob Wilkins I Date: 03-27-00 IB] SPONSOR INFORMATI ON Agency Code: Sponsor Organization: Address: 40000 ....=250 Hamilton.Ave~ : Technical Supervisor: Lester Hoggins . Title: Supervising Ranger Phone: "6~0.329-2423 [C] EMERGENCY RESPONSE INFORMATION I CDF Incident #:’ ICDF Req #: I OES #: # IHQ Ref #: I CCC Index #:Corpsmember Overtime Pay Serial ¯ ID] ESTIMATE INFORMATION Hours: Start Date: 7-1-00 [E WORKSITE INFORMATION Directions to Worksite Location: 101 north to 85 north to 280 north to Page Mill Rd. go left or west to Foothills Park after entering the Park take the first "Y" to the left the ranger station is on the right see attached map ZIP: 94303 I county Code: 43 ICounty: Santa Clara iF] FOR HQ USE ONLY (initial and date) . Received: Analyst: Logged: Entered: Verified: Checked: STATE OF CALIFORNIA CALIFORNIA COl’ PROJECT EVALUATION FORM CCC-58 (REV. 01/95) [I] NARRATIVE ON HOW PROJECT WILL MEET ALL LEGISLATIVELY MANDATED OBJECTIVES (Assign a numerical rating: 1=low, 2=medium, 3=highI Conserving, improving, developing natural resources, maintaining environmentally important lands or waters: This project will focus on restoring trails Picnic areas and camp grounds on park lands Pa IRATING: 3 Providing public benefit or access (Estimatedvisitor use, increased safety,’RATING: 3 reduced maintenance costs, etc.): The project will rebuild trails to protect the pubic’s safety and provide crews to assist with maintenance Providing Corpsmembers with opportunities for training in employable skills RATING: 3 (e.g. specific tools and use, fire control, carpentry): Trail construction use of hand tools, campground fixture repair and picnic ground maintenance PROJECT CHECKLIST & SIGNATURE BLOCKS IN SIGNING THIS DOCUMENT, THE PROJECT COORDINATOR AND CONSERVATION SUPERVISOR VERIFY THAT: A CCC-96 (Sponsor Agreement) has been submitted to HQ. If a reimbursable project, a CCC-96A and/or STD-13 (contracts) have been submitted to HQ. ff the sponsor is a non-profit entity, a statement of non-profit status is on file. The project conforms to CCC Health & Safety Program guidelines (Section 6-3). A CCC-175 (Job Hazard Analysis) has been completed and is attached. Project Coordinator: Bob Wilkins District Director: Joe Griffin Print Date: Date: IN SIGNING THISDOCUMENT THE S RIFLES THAT(check one box): ~- ~ 1.[~ of any hazardous substances at the worksite on an attached s[~eet and have provided allappropriate Material S~fety Data Sheets for hazardous materials " that are presentatthe work~ite. OR [] that tothe best of their know/ed theworksit~ of any known hazardous materials (such as residues frompesticide applications, storageof solvents, and spills ofhazardous substattces.) 12. AND local, dora/permits and clearances en ~btainedo STATE OFCALIFORNIA AGREEMENT ADDENDUM CCC-96A (REV. 5/95) CALIFORNIA CONSERVATION CORP~ Page 1 of 2 A] Agreement #:Index #:CCC Work Code: R00-7827 "’ (CCC Contract Officer Assigns) (Center Project Manager Assigns) The California Conservation Corps (CCC), agrees to provide crew laborfor the project titled: See CCC-58: Project Evaluation Form for details. PALO ALTO PARKS (Check box and complete reverse if multi-year B] The term of this agreement shall be: FROM: 7-1-00 TO: ,6-30-03 c]Sponsor agrees to reimburse the CCC for estimated costs in accordance with the Fiscal Display. NOTE TO SPONSOR: Budget detail will not be provided on performance based contracts. ¯FIRST YEAR FISCAL DISPLAY FY 99100 LABOR Hours RatelHr CM Regular Time:I CM Overtime:I EXPENSES Performance-Based Labor: $ Staff BILLABLE Regular Time - $, Staff Overtime- Equipment: Tools: Materials: Vehicle Operations: Consulting:~ See Section D. TOTAL: Totals 49990.5O 9.50 D] E] The total amount payable by Sponsor to CCC under this agreement shall not exceed The CCC shall forward billing for labor and/or operating expenses with supporting documentation in triplicate to Sponsor, [] monthly, ¯ Sponsor agrees to pay CCCwithin 50 days from receipt of bill. Negotiated Advance Payments $00.00 ¯ Sponsor Organization: Signature:~--_~3 .. ~’--/~ Print:.~-’/ / Greg Betts Title: Superintendent of Open Space & Science ¯ SPONSOR MAILING ADDRESS City of PaloAlto 250 Hamilton Avenue Palo Alto, CA 95303 ¯ SPONSORBILLING ADDRESS: City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 95303 ¯ STATE OF CALIFORNIA California Conservation Corps Signature: Print: Greg Edwards, Fiscal Officer Office of Budget Management ¯ CCC DISTRICT VERIFICATION Conservation Supervisor Business Services ¯FORWARD PAYMENTS TO: California Conservation Corps ¯Accounting/Receivables 1719 24th Street Sacramento, CA 95816 STATE OF CALIFORNIA AGREEMENTADDENDUM CCC-~A (REV. ~ ¯ Second Fiscal Year 00/01 ¯ FROM:.7-1-01 TO: 6-30-02 ¯ Third Fiscal Year 02/03 FROM: 7-01-02 TO: 6-30-03 CALIFORNIA CONSERVATION CORPS Page 2 of 2 LABOR CM Regular Time: EXPENSES Hours RatelHr 3703 $13.50 $ CM Overtime:$$ Performance Contract Labor:$ Staff BILLABLE Regular Time Total:$ Staff Overtime Total:$ Totals 49990.5( 9.5C Equipment:$ Tools:$ Materials:$ Vehicle Operations:$ Consulting:$ Other:$ See Section D. TOTAL:$50,000.0(" Negotiated Advance Payments:$O0.OC LABOR Hours RatelHr .CM Regular Time 3703 $13.50 CM Overtime,$ Performance Contract Labor: Staff BILLABLE Regular Time Total: Staff Overtime Total: EXPENSES $ $ $ $ $ Totals 49990.5( 9.6C Equipment: $ Tools:$ Materials:$ Vehicle Operations:$ Consulting:$ Other:$ TOTAL:$See Section D.50,000.0( O0.OCNegotiated Advance Payments $