HomeMy WebLinkAboutStaff Report 4242City of Palo Alto (ID # 4242)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 11/18/2013
City of Palo Alto Page 1
Summary Title: Approval of a Contract for the Parks, Trails, Open Space and
Recreation Master Plan Project
Title: Approval of a Contract in the Amount of $327,535 with MIG, Inc. for
the Parks, Trails, Open Space and Recreation Master Plan Project PE-13003
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or his
designee to execute Contract No. C14150749 with MIG, INC. (Attachment A) in a
Not to Exceed Amount of $376,665 for the Parks, Trails, Opens and Recreation
Master Plan (PE-13003), including $327,535 for basic services and $49,130 for
additional services.
Background
The City of Palo Alto has 32 parks comprising 187 acres, an extensive trail system,
and four open space preserves that include 4,000 acres. Individual parks range
from very small neighborhood parks such as Cogswell Plaza to regional parks such
as Rinconada and Mitchell Parks. Additionally, the City provides a variety of other
recreation facilities and programming with the mission to deliver high quality
recreational opportunities for the community by:
City of Palo Alto Page 2
"Engaging individuals and families to create a strong and healthy
community, through parks, open space, recreation, social services, arts and
sciences."
The purpose of the Parks, Trails, Open Space and Recreation Master Plan project
is to prepare a Master Plan to guide the City’s implementation of improvements
over the next 25 years.
The Parks and Recreation Commission (PRC) were closely involved in the
development of the scope of work for the Master Plan project. The initial scope,
as described in the FY 2013 Capital Budget, was limited to the City’s urban parks
and appropriated $350,000 for the project. Following feedback from the PRC, the
scope of the project was expanded to include the trail system, the developed
areas of the open space preserves and the City’s recreational programming. The
expanded scope and an additional appropriation of $100,000 were approved in
the FY 2014 Capital Budget, bringing the total project budget to $450,000. Upon
approval of the increased funding, an Ad Hoc Committee of the PRC was formed
to provide further input and direction concerning the draft scope of work. The
finalized scope reflects the joint participation between staff and the Commission.
Discussion
The Parks, Trails, Open Space and Recreation Master Plan will provide the City
with clear guidance regarding future renovations, improvements and funding
needs, incorporating demands for projected recreational, programming, and
maintenance needs and establishing a prioritized schedule of future park
renovations and facility improvements. The Master Plan process will include the
creation of a comprehensive inventory of all Palo Alto parks, trails, open spaces
and recreational facilities; an analysis of current and forecasted community
recreation needs using a 25-year planning horizon;a prioritization of needed
renovations and improvements;and a strategy and timeline for funding the
improvements. The process will engage the Community for their feedback to best
determine how priorities should be established, and will include significant review
by Palo Alto boards and commissions and City Council.
City of Palo Alto Page 3
The key tasks to be performed in development of the Master Plan are
summarized as follows:
·Review and analysis of all city parks, trails (gaps in trail system) and open
space developed areas
·Review and analysis of recreational services and programs
·Analysis of sustainability opportunities
·Demographic analysis and identification of any underserved user groups
·Extensive community and stakeholder input
·Prioritization of recommended renovations and improvements
·Development of Master Plan to guide future parks and recreation projects
·Analysis of funding levels needed for maintenance of and improvements to
the parks and recreation system
These tasks are described in greater detail in the project scope of work included in
Attachment A.
Summary of Solicitation Process
Proposal Description/Number PARKS, TRAILS, OPEN SPACESAND
RECREATION
MASTER PLAN/ REQUEST FOR
PROPOSAL NUMBER 150749
Proposed Length of Project Approximately 21 months
Number of Proposals Mailed 15
Total Days to Respond to Proposal 31
Pre-proposal Meeting Date July 13, 2013
Number of Company Attendees at Pre-
proposal Meeting
5
City of Palo Alto Page 4
Number of Proposals Received:5
Company Name Location (City,
State)
Selected for oral
interview?
1. Gates & Associates San Ramon, CA No
2. Bellinger Foster Steinmetz Landscape Palo Alto, CA Yes
5. Royston Hanamoto Alley & Abey Mill Valley, CA Yes
4. RJM Design Group Sacramento, CA No
5. MIG, Inc. Berkeley, CA Yes
Total Proposal Range Amounts $294,005 -$415,176
An evaluation committee consisting of staff from the Community Services
Department and the Public Works Department’s Engineering Services Division as
well as a member of the Parks and Recreation Commission Ad Hoc Committee
reviewed the proposals. From the proposal evaluations three firms were invited
for interviews on August 28, 2013. The Committee carefullyreviewed each firm's
qualifications and submittals in response to the criteria identified in the RFP. The
evaluation committee unanimously selected MIG, Inc. as the top proposer. MIG,
Inc. was selected because of their experience with community outreach, other
similar park master plan projects and their clearly defined team roles. The
additional services amount of 15% is larger than the standard 10% amount. The
higher amount is recommended due to the expected extensive input and review
from the public and the boards and commissions, which is likely to result in
requests for inclusion of unforeseen analysis and/or studies not included in the
contract scope of work.
Timeline
The Parks, Trails, Open Space and Recreation Master Planning process duration is
approximately 21 months.
City of Palo Alto Page 5
Resource Impact
Funding for this contract is available in Capital Improvement Program project PE-
13003 (Parks, Trails, Open Space and Recreation Master Plan).
Policy Implications
The proposed Parks, Trails, Open Space and Recreation Master Plan is consistent
with the Comprehensive Plan Policy C-26 of the Community Services element of
the Comprehensive Plan that encourages maintaining park facilities as safe and
healthy community assets; and Policy C-22 that encourages new community
facilities to have flexible functions to ensure adaptability to the changing needs of
the community.
Environmental Review
This is a planning study and therefore exempt from California Environmental
Quality Act (CEQA) review pursuant to Section 15262 of the CEQA guidelines.
Attachments:
·A - Contract -Park, Trails, Open Space and Recreation Master Plan (PDF)
·B -Performance Schedule (PDF)
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Rev. November 11, 2011
CITY OF PALO ALTO CONTRACT NO. C14150749
AGREEMENT BETWEEN THE CITY OF PALO ALTO AND MIG, INC.
FOR PROFESSIONAL SERVICES
This Agreement is entered into on this 18 day of November, 2013, (“Agreement”) by
and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”),
and MIG, INC., a Land Planning Consultant Firm, located at 800 Hearst Ave, Berkeley, CA 94710
("CONSULTANT").
RECITALS
The following recitals are a substantive portion of this Agreement.
A. CITY intends to develop a Parks, Trails, Open Space and Recreation Master Plan (“Project”)
and desires to engage a consultant to provided the needed services in connection with the Project
(“Services”).
B. CONSULTANT has represented that it has the necessary professional expertise,
qualifications, and capability, and all required licenses and/or certifications to provide the Services.
C. CITY in reliance on these representations desires to engage CONSULTANT to provide the
Services as more fully described in Exhibit “A”, attached to and made a part of this Agreement.
NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in
this Agreement, the parties agree:
AGREEMENT
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in
Exhibit “A” 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. TERM.
The term of this Agreement shall be from the date of its full execution through September 30, 2015
unless terminated earlier pursuant to Section 19 of this Agreement.
SECTION 3. SCHEDULE OF PERFORMANCE. 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”, 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
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damages for delay if the extension is required due to the fault of CONSULTANT.
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 Three hundred and twenty
seven thousand five hundred and thirty five Dollars ($327,535.00). In the event Additional Services
are authorized, the total compensation for services and reimbursable expenses shall not exceed Three
hundred seventy six thousand six hundred and sixty five Dollars ($376,665.00).
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”. 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”.
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
invoices to the CITY describing the services performed and the applicable charges (including an
identification of personnel who performed the services, hours worked, hourly rates, and
reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit “C-1”).
If applicable, the invoice shall also describe the percentage of completion of each task. The
information in CONSULTANT’s payment requests shall be subject to verification by CITY.
CONSULTANT shall send all invoices to the City’s project manager at the address specified in
Section 13 below. The City will generally process and pay invoices within thirty (30) days of
receipt.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be
performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents
that it possesses the professional and technical personnel necessary to perform the Services required
by this Agreement and that the personnel have sufficient skill and experience to perform the Services
assigned to them. CONSULTANT represents that it, its employees and subconsultants, if permitted,
have and shall maintain during the term of this Agreement all licenses, permits, qualifications,
insurance and approvals of whatever nature that are legally required to perform the Services.
All of the services to be furnished by CONSULTANT under this agreement shall meet the
professional standard and quality that prevail among professionals in the same discipline and of
similar knowledge and skill engaged in related work throughout California under the same or similar
circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and
in compliance with all federal, state and local laws, ordinances, regulations, and orders that may
affect in any manner the Project or the performance of the Services or those engaged to perform
Services under this Agreement. CONSULTANT shall procure all permits and licenses, pay all
charges and fees, and give all notices required by law in the performance of the Services.
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SECTION 8. ERRORS/OMISSIONS. CONSULTANT shall correct, at no cost to CITY, any and
all errors, omissions, or ambiguities in the work product submitted to CITY, provided CITY gives
notice to CONSULTANT. If CONSULTANT has prepared plans and specifications or other design
documents to construct the Project, CONSULTANT shall be obligated to correct any and all errors,
omissions or ambiguities discovered prior to and during the course of construction of the Project.
This obligation shall survive termination of the Agreement.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds ten percent (10%)
of the CITY’s stated construction budget, CONSULTANT shall make recommendations to the
CITY for aligning the PROJECT design with the budget, incorporate CITY approved
recommendations, and revise the design to meet the Project budget, at no additional cost to CITY.
SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in performing
the Services under this Agreement CONSULTANT, and any person employed by or contracted with
CONSULTANT to furnish labor and/or materials under this Agreement, shall act as and be an
independent contractor and not an agent or employee of the CITY.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or
transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations
hereunder without the prior written consent of the city manager. Consent to one assignment will not
be deemed to be consent to any subsequent assignment. Any assignment made without the approval
of the city manager will be void.
SECTION 12. SUBCONTRACTING.
CONSULTANT shall not subcontract any portion of the work to be performed under this Agreement
without the prior written authorization of the city manager or designee.
CONSULTANT shall be responsible for directing the work of any subconsultants and for any
compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning
compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a
subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of
the city manager or his designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Lauren Schmitt as
the Principal -in-Charge to have supervisory responsibility for the performance, progress, and
execution of the Services and Ryan Mottau as the project Manager to represent CONSULTANT
during the day-to-day work on the Project. If circumstances cause the substitution of the project
director, project coordinator, or any other key personnel for any reason, the appointment of a
substitute project director and the assignment of any key new or replacement personnel will be
subject to the prior written approval of the CITY’s project manager. CONSULTANT, at CITY’s
request, shall promptly remove personnel who CITY finds do not perform the Services in an
acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the
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Project or a threat to the safety of persons or property.
The City’s project manager is Elizabeth Ames, Public Works Department, Engineering Division,
250 Hamilton Ave. Palo Alto, CA 94303, Telephone:(650) 329-2502. The project manager will be
CONSULTANT’s point of contact with respect to performance, progress and execution of the
Services. The CITY may designate an alternate project manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including
without limitation, all writings, drawings, plans, reports, specifications, calculations, documents,
other materials and copyright interests developed under this Agreement shall be and remain the
exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees
that all copyrights which arise from creation of the work pursuant to this Agreement shall be vested
in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other intellectual
property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if any, shall make
any of such materials available to any individual or organization without the prior written approval
of the City Manager or designee. CONSULTANT makes no representation of the suitability of the
work product for use in or application to circumstances not contemplated by the scope of work.
SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time
during the term of this Agreement and for three (3) years thereafter, CONSULTANT’s records
pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and
retain such records for at least three (3) years after the expiration or earlier termination of this
Agreement.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall protect,
indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents
(each an “Indemnified Party”) from and against any and all demands, claims, or liability of any
nature, including death or injury to any person, property damage or any other loss, including all
costs and expenses of whatever nature including attorneys fees, experts fees, court costs and
disbursements (“Claims”) that arise out of, pertain to, or relate to the negligence, recklessness, or
willful misconduct of the CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to
require CONSULTANT to indemnify an Indemnified Party from Claims arising from the active
negligence, sole negligence or willful misconduct of an Indemnified Party.
16.3. The acceptance of CONSULTANT’s services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any covenant,
term, condition or provision of this Agreement, or of the provisions of any ordinance or law, will not
Page 5 of 25 Professional Services
Rev. November 11, 2011
be deemed to be a waiver of any other term, covenant, condition, provisions, ordinance or law, or of
any subsequent breach or violation of the same or of any other term, covenant, condition, provision,
ordinance or law.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full
force and effect during the term of this Agreement, the insurance coverage described in Exhibit "D".
CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an
additional insured under any general liability or automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through carriers
with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to
transact insurance business in the State of California. Any and all contractors of CONSULTANT
retained to perform Services under this Agreement will obtain and maintain, in full force and effect
during the term of this Agreement, identical insurance coverage, naming CITY as an additional
insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY concurrently
with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk
Manager and will contain an endorsement stating that the insurance is primary coverage and will not
be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the
Purchasing Manager thirty (30) days' prior written notice of the cancellation or modification. If the
insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to
CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the
cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such
notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the
insurance are provided to CITY’s Purchasing Manager during the entire term of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification provisions
of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be
obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as
a result of the Services performed under this Agreement, including such damage, injury, or loss
arising after the Agreement is terminated or the term has expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole or
in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written
notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will immediately
discontinue its performance of the Services.
19.2. CONSULTANT may terminate this Agreement or suspend its performance of
the Services by giving thirty (30) days prior written notice thereof to CITY, but only in the event of
a substantial failure of performance by CITY.
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19.3. Upon such suspension or termination, CONSULTANT shall deliver to the
City Manager immediately any and all copies of studies, sketches, drawings, computations, and
other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or given
to CONSULTANT or its contractors, if any, in connection with this Agreement. Such materials will
become the property of CITY.
19.4. Upon such suspension or termination by CITY, CONSULTANT will be paid
for the Services rendered or materials delivered to CITY in accordance with the scope of services on
or before the effective date (i.e., 10 days after giving notice) of suspension or termination; provided,
however, if this Agreement is suspended or terminated on account of a default by CONSULTANT,
CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s
services which are of direct and immediate benefit to CITY as such determination may be made by
the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will
survive any expiration or termination of this Agreement: 14, 15, 16, 19.4, 20, and 25.
19.5. No payment, partial payment, acceptance, or partial acceptance by CITY will
operate as a waiver on the part of CITY of any of its rights under this Agreement.
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the project director
at the address of CONSULTANT recited above
SECTION 21. CONFLICT OF INTEREST.
21.1. In accepting this Agreement, CONSULTANT covenants that it presently has
no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this Agreement,
it will not employ subconsultants, contractors or persons having such an interest. CONSULTANT
certifies that no person who has or will have any financial interest under this Agreement is an officer
or employee of CITY; this provision will be interpreted in accordance with the applicable provisions
of the Palo Alto Municipal Code and the Government Code of the State of California.
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21.3. If the Project Manager determines that CONSULTANT is a “Consultant” as
that term is defined by the Regulations of the Fair Political Practices Commission, CONSULTANT
shall be required and agrees to file the appropriate financial disclosure documents required by the
Palo Alto Municipal Code and the Political Reform Act.
SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section
2.30.510, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person because of the race, skin color, gender, age, religion,
disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status,
weight or height of such person. CONSULTANT acknowledges that it has read and understands the
provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination
Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section
2.30.510 pertaining to nondiscrimination in employment.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONSULTANT shall comply with the City’s Environmentally Preferred
Purchasing policies which are available at the City’s Purchasing Department, incorporated by
reference and may be amended from time to time. CONSULTANT shall comply with waste
reduction, reuse, recycling and disposal requirements of the City’s Zero Waste Program. Zero
Waste best practices include first minimizing and reducing waste; second, reusing waste and third,
recycling or composting waste. In particular, Consultant shall comply with the following zero waste
requirements:
All printed materials provided by Consultant to City generated from a personal
computer and printer including but not limited to, proposals, quotes, invoices,
reports, and public education materials, shall be double-sided and printed on a
minimum of 30% or greater post-consumer content paper, unless otherwise approved
by the City’s Project Manager. Any submitted materials printed by a professional
printing company shall be a minimum of 30% or greater post-consumer material and
printed with vegetable based inks.
Goods purchased by Consultant on behalf of the City shall be purchased in
accordance with the City’s Environmental Purchasing Policy including but not
limited to Extended Producer Responsibility requirements for products and
packaging. A copy of this policy is on file at the Purchasing Office.
Reusable/returnable pallets shall be taken back by the Consultant, at no additional
cost to the City, for reuse or recycling. Consultant shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. NON-APPROPRIATION
24.1. This Agreement is subject to the fiscal provisions of the Charter of the City of
Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any penalty (a)
at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year,
or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of
the fiscal year and funds for this Agreement are no longer available. This section shall take
precedence in the event of a conflict with any other covenant, term, condition, or provision of this
Page 8 of 25 Professional Services
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Agreement.
SECTION 25. MISCELLANEOUS PROVISIONS.
25.1. This Agreement will be governed by the laws of the State of California.
25.2. In the event that an action is brought, the parties agree that trial of such action
will be vested exclusively in the state courts of California in the County of Santa Clara, State of
California.
25.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys' fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value of
legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
25.4. This document represents the entire and integrated agreement between the
parties and supersedes all prior negotiations, representations, and contracts, either written or oral.
This document may be amended only by a written instrument, which is signed by the parties.
25.5. The covenants, terms, conditions and provisions of this Agreement will apply
to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants of the
parties.
25.6. If a court of competent jurisdiction finds or rules that any provision of this
Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and effect.
25.7. All exhibits referred to in this Agreement and any addenda, appendices,
attachments, and schedules to this Agreement which, from time to time, may be referred to in any
duly executed amendment hereto are by such reference incorporated in this Agreement and will be
deemed to be a part of this Agreement.
25.8 If, pursuant to this contract with CONSULTANT, City shares with
CONSULTANT personal information as defined in California Civil Code section 1798.81.5(d)
about a California resident (“Personal Information”), CONSULTANT shall maintain reasonable and
appropriate security procedures to protect that Personal Information, and shall inform City
immediately upon learning that there has been a breach in the security of the system or in the
security of the Personal Information. CONSULTANT shall not use Personal Information for direct
marketing purposes without City’s express written consent.
25.9 All unchecked boxes do not apply to this agreement.
25.10 The individuals executing this Agreement represent and warrant that they
DocuSign Envelope ID: 7F006382-7D20-413D-826E-153784CEAEE7
have the legal capacity and authority to do so on behalf of their respective legal entities.
25.11 This Agreement may be signed in multiple counterparts, which shall, when
executed by all the parties, constitute a single binding agreement
IN WITNESS WHEREOF, the parties hereto have by their duly authorized
representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO MIG, Inc.
City Manager I. aureft Schmitt
Principal
APPROVED AS TO FORM:
Senior Ass!. City Attorney
Attachments:
EXHIBIT "A":
EXHIBIT "B":
EXHIBIT "C":
EXHIBIT "C-I ":
EXHIBIT "D":
II
II
II
II
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SCOPE OF WORK
SCHEDULE OF PERFORMANCE
COMPENSATION
SCHEDULE OF RATES
INSURANCE REQUIREMENTS
Professional Services
Rev. November 11 , 2011
Page 10 of 25 Professional Services
Rev. November 11, 2011
EXHIBIT “A”
SCOPE OF SERVICES
OBJECTIVES
The purpose of the Master Plan is to create a clear set of objectives that will provide direction to
City staff, the Parks and Recreation Commission (PRC), the Planning and Transportation
Commission and the City Council for development, re-development, expansion and enhancement
of the City’s parks system, open spaces, trails, recreation facilities, and recreation programs and
services for a short-term (5 year), mid-term (10 year) and long-term (25 year) range.
Specific items to include in the Master Plan, but not limited to, are:
1. Park Analysis/Assessment Study – Analyze and assess the current conditions of all of
Palo Alto 32 Parks, 4 open space preserves (developed areas within the preserves only
such as picnic and parking areas, restrooms, boardwalks, etc.), trails (links/connections of
existing trails) and recreation facilities (community gardens, gymnasiums, exercise
rooms, basketball courts, pools, etc.). This assessment will include a review of
recreational services and programs offered at the Lucie Stern Community Center, leased
and contracted public facilities such as the Cubberley Community Center and Palo Alto
Unified School District fields and courts.
2. Recreation Program and Services Analysis/Assessment Study - Analyze and assess the
current recreation programs and services provided by the City, and identify opportunities
and deficiencies for future recreation programs and services.
3. Demographic Analysis Study– Review and interpret demographic trends and
characteristics of Palo Alto using available statistical information from the annual
Service Efforts and Accomplishments report for the City of Palo Alto available at
(http://www.Cityofpaloalto.org/civicax/filebank/documents/29490). Utilize the
demographic information to project future park, trails, open space and recreational needs.
4. Community Needs Study – Determine the communities interests and needs for
enhancements to the parks system through community meetings/outreach (topics of
interest to review but not limited to: dog parks, skate parks, bocce ball, number of athletic
fields needed, synthetic turf vs natural grass turf fields, etc).
5. Capital Development Study - Identify and prioritize important capital issues and projects
to consider to be incorporated into a short term (5 year), mid-term (10 year) and the long
term (25 year) capital improvement program time table.
6. Costs and Funding Sources Study - Identify probable costs, operations, maintenance
costs and potential revenue and funding sources including an evaluation of the best use of
park development impact funds
TASK 1: Work Plan
Prior to embarking on the tasks to be performed under this Scope of Work, MIG will meet with
City Staff to finalize a detailed work scope and schedule and identify all information to be
provided by City Staff. This task will also include the development of a public input plan
identifying the information needs as well as the activities, outreach methods, targets audiences
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and key stakeholders.
Meetings to Include:
• City Staff review meeting of scope and schedule
Deliverables
Revised scope and schedule
Community input plan
List of Identify relevant stakeholders
Request for information letter
TASK 2: CITY POLICY AND STANDARDS REVIEW
MIG shall conduct an interdepartmental meeting with City Staff to review:
• Existing conditions of parks, trails and opens spaces
• Current Recreational Services
• Maintenance practices
• Identify policies and standards
• Infrastructure
• Interconnections between park and recreation system and city services
• Related planning efforts (past and present)
A City Staff Project Review Team will be selected at the time of the intradepartmental meeting
composed of key staff members who will guide the process by providing technical and political
feedback on interim products.
MIG shall assemble and review all existing City of Palo Alto strategic planning documents to
ensure compatibility with the final Parks, Trails, Open Space and Recreation Master Plan
recommendations.
Meetings to Include:
• Intra-Department City Staff Meeting
• City Staff Project Review Team Meeting #1 - Review draft of Task 2 summary
Materials to be provided:
City Comprehensive Plan: To include the new and updated document
Park & Open Space ‘As-Built’ Plans and/or GIS base maps
List of Recreational Services/Programs
Past Parks and Recreation Plans
Trails Maintenance and Master Plans
City details and specifications
2011 Infrastructure Blue Ribbon Commission Report and associated Park/Open Space condition
assessment and list of Parks and Open Space Capital Improvement Projects scheduled for the next
five years.
Infrastructure spreadsheet
Bicycle and Pedestrian Transportation Plan
Deliverables
The findings of this task will be summarized in the Draft and Final Planning summary for Task 2, which
will include a summary of relevant policies, standards and plans and land use data.
Electronic format of Draft Summary for review and commenting – one revision only
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Finalized Draft Summary of Task 2
TASK 3: Existing Park, Trails, Open Space and Recreation Facilities and Programs
Inventory/Analysis
MIG is to compile a comprehensive inventory and analysis of all parks, open spaces (developed
areas only) , trails ( Areas lacking ADA compliance or gaps in trail system), and
programs/services offered by the City. This inventory will be conducted on a parks, trails and
open space tour of all sites with city staff. At specific locations identified in Task 2
community/stakeholder members may also be invited to tour the facility and add further
feedback. A special topics meeting with the Palo Alto Unified School District will also be held
to review recreational uses and programs at athletic field facilities. Inventory data will be
collected for both the physical system and the city’s offered recreational programming.
Physical Inventory & Analysis
The physical inventory of the system will include the complete system, summarized on a base
map of the city as well as an inventory table detailing the following for all parks, trails and
developed areas in open spaces. This inventory is to include:
Locations – Update City Plan
Size & boundary
Use – Neighborhood or Regional
History – Provided by City (history and past renovations)
Current condition
Facilities – Inventory of all park and recreational facilities (playgrounds, playfields, ball courts,
pools, gyms, trails, restroom, structures, parking capacity)
School facilities
Constraints - Consultant to identify the constraint to sites and system
Opportunities – Consultant to identify opportunities to expand or enhance recreational
opportunities
Access to key features
Upon review by the Staff Project Team to ensure accuracy and completeness of the physical
inventory; the analysis of the physical inventory is to include:
Facility and recreation (system) gaps - Analysis is to utilize input from the survey and
Geographic analysis
Identification of ADA compliance issues
Operation and maintenance
Identification of suitable locations for potential new or expanded facilities (example: dog parks)
Recommendations to expand recreational facilities
Evaluate opportunities to increase sustainability practices such as & reducing turf, energy and
water consumption, waste, etc.
Recreational Inventory & Analysis
An inventory of the City’s recreational programs is to be performed as part of this task to
determine the level of recreational needs currently being achieved by the City and to identify
those recreational areas that are lacking or not being served in Palo Alto. The recreational
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programmatic inventory will include the following:
Mix and distribution of recreation opportunities
Program areas
Market segments served
User groups for primary facilities
Times of usage of primary facilities
Schedule of programs offered
Upon review by the Staff Project Team to ensure accuracy and completeness of the recreational
programs; the analysis of the recreational program inventory is to include:
Recommendations to expand recreational programs
Identify potential revenue sources
Operational requirements
Meetings to Include:
• City Staff and maintenance review meetings at each park and open space
• (1) Palo Alto Unified School District review meetings
Deliverables
The inventory and analysis summary is to include along with the all inventory and analysis
information is to include:
Key findings of the inventory and analysis of the existing system
Electronic format Draft of System Analysis Summary for review and commenting – one revision
only
Finalized System Analysis Summary
Other deliverable items to include:
PAUSD meeting agenda
Existing and Potential Recreations Facilities and Programs Inventory/Analysis draft Report
TASK 4: Demographic Analysis
MIG shall analyze demographic trends in the region from the annual Service Efforts and
Accomplishments report for the City of Palo Alto that may impact or affect the needs and
demands on the Palo Alto parks, trails, open space and recreation system for the next 25 years.
A demographic analysis report is to include an overview of all the major demographic elements
that will impact Palo Alto’s park system, open spaces, trails, recreational facilities and
recreational programs. The analysis should also identify underserved user groups, including
those park users with disabilities as well as the needs of dog owners. The method and approach
proposed for analyzing and incorporating the information from the demographic study into the
Master Plan should be detailed in the proposal.
Demographics to review:
City Demographic Information http://www.Cityofpaloalto.org/civicax/filebank/documents/29490
City of Palo Alto Unified School district data
National Parks and Recreation Society survey data
Local and national trends in park use will be interpreted to parks, open spaces, facilities and
programs offered by Palo Alto. By identifying the activities to experience growth, plateau or
decline, the impact of these trends on the physical system and programs offerings can be
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projected.
MIG will prepare a demographic analysis summary document, including a community
demographic profile, highlighting key findings and trends likely to influence community
outreach and the master planning process.
Meetings to Include:
• City Staff Project Review Team Meeting #2 - Review draft summary from task 3 & 4, review
community meeting format and survey questions.
Deliverables
The findings of this task will be summarized in the Draft and Final Demographic Analysis summary,
which will also special topics of including park users with disabilities and those impacting the needs of
dog owners.
Electronic format of Draft Summary for review and commenting – one revision only
Finalized Demographic Summary
TASK 5: Gather & Assess Community Needs & Community Survey
MIG shall prepare a study session presentation with the City of Palo Alto’s Parks and Recreation
Commission to review goals and objectives of the Parks, Trails & Recreation Master Plan
Project and a review of the work performed on the previous tasks to date, as well as to receive
input and feed-back from the Commissioners. The summaries of the previous tasks will
consolidated and presented to the commission in a concise presentation, a portion of the
presentation shall discuss the community meeting format and community survey questions.
MIG will organize a community outreach process to solicit community input to assist with
determining how Palo Alto parks, trails, open spaces and recreation facilities can better meet the
needs of the community. The community outreach and public input process will be integral to
the Master Planning process. MIG will prepare an interactive community workshop program
and facilitate (3) sessions with the broad community. These meetings will provide a variety of
ways for participants to interact, learn about the broad range of issues and desires, and engage in
a way that is both meaningful and comfortable. Experienced MIG facilitators will guide the
community participants through the work shop and ensure that all voices are heard and
acknowledged.
MIG will convene two (2) stakeholder focus group meetings– one (1) before the first
community meeting and one (1) after the final community meeting - with key community
leaders) , advocates and critics as identified by City Staff. The first meeting will be structured
for issue identification and framed with the understanding that the planning process has not yet
reached any decisions and is trying to frame the community’s choices with the best information
possible. The second meeting will review findings from the survey and discuss prioritize.
MIG will develop a bilingual survey prepared for implementation via the City’s Vovici outreach.
The broad distribution of the survey tool (available both online and on paper) will allow for
quota based sampling to achieve a statistically valid result while also opening the results to
collect ideas from the larger population. If appropriate, the survey questions will be developed in
coordination with the City’s bond polling firm to ensure alignment of the potential projects and
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costs developed for testing.
Following the previous meetings and survey in Task 5, a second meeting with the Parks and
Recreation Commission will review the feedback received from the community/stakeholder
meetings and the designation of an Ad Hoc Committee to work through the recommendation
development and prioritization process in Task 6.
MIG will present to the City Council regarding the projects status and the input from the
community and allow the council the opportunity to provide feedback.
Meetings to Include:
• Bond Measure polling firm meeting review
• Staff project review meeting – prior to survey and community/stakeholder meetings
• (3) Community meetings
• (2) Stakeholders meetings
• Staff project review meeting – PRC and Council meetings
• (2) Parks and Recreation Commission presentations (#1 & 2)
• (1) City Council presentation
Deliverables
Community Survey draft and final
Community Meeting agendas and summary (3 total)
Stakeholders Meeting agendas and summary (2 total)
Parks and Recreation Commission study session agenda, presentation and summary (2)
City Council study session agenda, presentation & summary (1)
Parks and Recreation Commission Ad Hoc Committee study session agenda and summary (1)
TASK 6: Draft Parks, Trails, Open Space and Recreation Master Plan Report
The Draft Park, Trails, Open Space and Recreation Master Plan Report is to analyze all of the
data from the previous tasks and synthesize that information into a comprehensive report. MIG is
to make recommendations which take into account the current and future needs related to parks,
conditions of existing facilities, and cost of modifications in recommending how the current
parks, trails, open space and recreational facilities should be maintained, modified or enhanced
to serve short, medium and long term needs of the community. The report should include a
matrix that summarizes the findings for each park, trail, open space and recreational facility, in a
clear a concise format.
MIG will prepare a series of prioritization meeting workshops with the community, stakeholders
and the Park and Recreation Ad Hoc Committee. These meetings will build on the ideas
generated in the previous tasks. These workshops will be based around a decision making game
that elicits input and provides education to the participants. The input from these meetings will
be used to finalize the prioritization process and the project list which will be integrated into an
administrative draft Master Plan Report outline that will be presented to city staff for approval.
Upon approval of the outline MIG will prepare the initial draft of the Master Plan Report for
staff submittal.
A Staff Project Team meeting will be conducted by MIG that will focus on revisions of the
administrative draft of the Master Plan Report. The resulting Public Draft Report will be the
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document used for review by the community, the City’s boards and commissions and the City
Council.
MIG will develop the necessary policies, recommendations, actions items and processes to create
a relevant, useful and easy to follow Parks, Trails, Open Space and Recreation Master Plan. This
plan will include sections that provide the necessary and relevant information distilled from the
previous tasks.
The Draft Master Plan Report is to include, but is not limited to the following information:
Inventory and Analysis Section
The report is to gather and summarize the analysis aspect of the Master Planning process.
This Section is to include information from:
Development of a priority matrices that assists in the selection of short, medium and long term
improvements
Analysis, prioritization and assessment of the parks, trials, open space and recreational facilities
City Comprehensive Plan
City staff input
Demographic analysis
Community/stakeholder input
Community survey information
Parks and Recreation Commission input
Consultant to identify areas within Palo Alto where park land or open space could be acquired to
expand recreational areas. (i.e. parking lots, easements, open space, etc.)
Consultant to identify parks that should be considered for size expansion where possible.
Development Study of Short, Medium and Long-Term Projects
The report is to include the identification of short, medium and long–term capital projects,
including both standard renovations and installation of new facilities.
Areas where certain outdated or underutilized facilities should be redeveloped
New specialized facilities (skate park, dog parks, gymnasium, etc. ) that should be considered.
New large scale facilities (pool, gymnasium, play fields ext.) that should be considered.
Playgrounds or facilities that are not in conformance with ADA standards
A timeline phasing plan and budget to accomplish the goals of the Parks and Recreation Master Plan
Develop a cost analysis for future capital, operational and maintenance costs for all expansions
and
improvements that are recommended in the Master plan
Management and Implementation Section
The report is to include a Management and Implementation section.
This section is to include:
Goal, strategies, priorities and action items
Identify areas of possible revenue generation
Identify potential sources of funding
Identify the responsible party or group for achieving the goals and objectives of the Master Plan
Identify items that will require additional staff time needed for operations and maintenance
Establish a time frame for accomplishing each task
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Establish cost analysis for future capital, operational and maintenance recommendations for all
expansions and improvements that are recommended in the Master plan
Meetings to Include:
• (1) Community prioritization meeting
• (1) Stakeholder prioritization meeting
• (2) PRC Ad Hoc Committee (#1 & #2)
• City Staff Project Review Team Meeting #3
Deliverables
Staff project review meeting – prior to community/stakeholder meetings
Community prioritization meeting agenda, presentation and summary
Stakeholder prioritization meeting agenda, presentation and summary
Parks and Recreation Commission Ad Hoc Committee agenda, presentation and summary
City Staff Project Review Team meeting agenda, presentation and summary
Administrative Draft Master Plan Report Outline
Administrative Draft Master Plan Report - Electronic copy for comment
Public Draft Master Plan Report
TASK 7: Park Master Plans
MIG will develop individual park master plans (bubble diagram of proposed
renovations/modifications) and a written summary of each Palo Alto park site to illustrate the
planned impacts. Each site plan will be based on available aerial imagery. Each site plan and
summary will identify:
New facility or amenities components
Potential for expansion: Size or facilities
Components to be removed
Site improvements
Timing – Schedule of improvements/renovation over the next 25 years (short, medium and long
term improvements)
Planning level cost analysis of operations, maintenance and capital improvements
Operations and Maintenance recommendations
Sustainable upgrade recommendations
Other key recommendations on a site-by-site basis
A City Staff review of draft site master plans will be integrate into the Staff Project Team
Review Meeting #4, aligned with the review of the Administrative Draft Master Plan Report.
Site master plans will be revised with input from Staff Project Team Review, aligned with the
Revised Draft Plan that will be put forward for adoption. Final modifications (if necessary)
following the adoption process will be completed along with the final edits to the Adopted Plan.
Meetings to Include:
• City Staff Project Review Team Meeting #4
• (1) PRC Ad Hoc Committee (#3)
Deliverables
Administrative draft Parks Master Plan - PDF versions for staff review
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City Staff Project Review Team meeting agenda, presentation and summary
Parks and Recreation Commission Ad Hoc Committee agenda, presentation and summary
TASK 8: City Boards and Commissions Study Session
MIG will develop a presentation and walk-through of the Draft Master Plan Report and Park
Master Plans for the City’s Boards and Commissions for input and feed-back. This task includes
a reusable presentation and display materials. The City Council study session will be scheduled
last and will include an update on the input from the other study sessions as well as the
Community Master Plan Review Meeting (Task 9).
Meetings to Include:
Parks and Recreation Commission Study Session #2
Planning and Transportation Commission (Study Session)
Public Arts Commission (Study Session)
Historical Review Board (Study Session)
City Council (Study Session)
Deliverables
Meeting agendas, presentations and summaries
TASK 9: Community Master Plan Review Meeting
Utilizing the information developed for the study session (Task 8), MIG will design a
community-wide review meeting to solicit feedback on the Draft Master Plan Report and
individual Park Master Plans. This meeting will be designed to allow participants to quickly
learn about the broad directions of the plan and zero in on the topics they are most interested in
providing feedback about.
Meetings to Include:
• Community Master Plan review meeting
Deliverables
Community Meeting agenda, presentation and summary
TASK 10: Parks, Trails, Open Space and Recreation Master Plan
Based on the combined input of City Boards, Commissions, City Council and the community,
MIG and the Staff Project Team will identify the necessary revisions and update the Draft
Master Plan Report to reflect the input received. The site master plans will be revised in parallel
as part of the effort in Task 7. This revised document will be finalized as the Revised Drat
Parks, Trails, Open Space and Recreation Master Plan. This version of the document will be
presented to the Parks and Recreation Commission for their review and recommendations and to
City Council for adoption. Following adoption and final changes will be integrated into the
Adopted Parks, Trails, Opens Space and Recreation Master Plan.
Meetings to Include:
City Staff Project Review Team Meeting #4
Parks and Recreation Commission Study Session #3 – Presentation of Master Plan
Parks and Recreation Commission Meeting #4 – Approval of the Master Plan
City Council Meeting #2 - Adoption of the Master Plan
Deliverables
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Administrative draft Parks Master Plan - PDF versions for staff review
City Staff Project Review Team meeting agenda, presentation and summary
Parks and Recreation Commission meeting agendas, presentations and summaries
City Council meeting presentations
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
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
No. of Days/Weeks
From NTP
1. Task 1 6 weeks
2. Task 2 15 weeks
3. Task 3 32 weeks
4. Task 4 30 weeks
5. Task 5 60 weeks
6. Task 6 75 weeks
7. Task 7 79 weeks
8. Task 8 80 weeks
9. Task 9 82 weeks
10. Task 10 96 weeks
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EXHIBIT “C”
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 attached
as exhibit C-1 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” (“Basic Services”) and reimbursable expenses shall not exceed
$327,535. 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 $376,665. 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 $327,535and the total
compensation for Additional Services does not exceed $376,665.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $8,465
(Work Plan)
Task 2 $22,731
(City Policy and Standard Review)
Task 3 $59,078
(Inventory and Analysis)
Task 4 $8,138
(Demographic Analysis)
Task 5 $53,298
(Community Needs and Survey)
Task 6 $80,427
(Draft Master Plan Report)
Task 7 $43,993
(Parks Master Plans)
Task 8 $20,567
(Boards and Commissions Study)
Task 9 $9,201
(Community Master Plan Review)
Task 10 $18,263
(Finalize Master Plan)
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Sub-total Basic Services $324,160
Reimbursable Expenses $3,375
Total Basic Services and Reimbursable expenses $327,535
Additional Services (Not to Exceed) $49,130
Maximum Total Compensation $376,665
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: all items necessary to complete the Master
Planning project up to $3,375.
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.
All requests for payment of expenses shall be accompanied by appropriate backup
information. Any expense anticipated to be more than $3,375 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-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.
Work required because the following conditions are not satisfied or are exceeded shall be
considered as additional services:
Any further work outside the work detailed in the project scope that is required to complete
the Master Plan Project.
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EXHIBIT “C-1”
HOURLY RATE SCHEDULE
Carolyn Verheyn, Consulting Principal $192.80
Lauren Schmitt, Principal-in-Charge $152.18
Principal $175.04
Ryan Mottau, Project Manager $114.16
Ellie Fiore, Deputy Project Manager $114.13
Joyce Vollmer, Strategic Communications Specialist $190.26
Communications and Media Associate $152.21
John Baas, Outdoor Recreation & Trails $175.04
Matthew Gaber, Landscape Architect $152.21
Tim Gilbert, ADA/Access Specialist $159.81
Steve Leathers, GIS Specialist $79.15
Project Associate $79.15
Project Assistant $72.84
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EXHIBIT “D”
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT
OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES
WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN
THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY DAMAGE
COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY, INCLUDING
ALL OWNED, HIRED, NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES
PROFESSIONAL LIABILITY, INCLUDING,
ERRORS AND OMISSIONS,
MALPRACTICE (WHEN APPLICABLE),
AND NEGLIGENT PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE,
SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT
AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS SUBCONSULTANTS,
IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL
INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR
CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL
INSUREDS”
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS
AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER
INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
Page 25 of 25 Professional Services
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B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL
NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS
ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF
THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER
THAN THE NON-PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY
AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT
OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A TEN (10) DAY
WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
ATTACHMENT B
ID4242
Week 1 2 3 4 5 1 2 3 4 5 1 2 3 4 1 2 3 4 1 2 3 4 5 1 2 3 4 1 2 3 4 1 2 3 4 5 1 2 3 4 1 2 3 4 1 2 3 4 5 1 2 3 4 1 2 3 4 5 1 2 3 4 1 2 3 4 1 2 3 4 5 1 2 3 4 1 2 3 4 1 2 3 4 5 1 2 3 4 1 2 3 4 1 2 3 4
1 Work Plan H H H H H H H H H H H H H H H H H
1.1 Project Initiation Meeting, Request for Information1.2 Work Schedule Updates (assume 6 updates over 20 months)1.3 Update Work Scope1.4 Public Input Plan (including relevant stakeholders/target
1.5 Project Management, Communications and Administration
2 City Policy and Standards Review
2.1 Interdepartmental Staff Workshop
2.2 Information Request and Background Material Collection
2.3 Base Map2.4 Policy and Standards Evaluation2.5 Existing Plan Review2.6 Draft Summary2.7 Staff Review Draft / Meeting #12.8 Final Summary2.9 Project Management, Communications and Administration33.1 Park, Open Space, School, Community Tour and Assessment3.2 Maintenance Review Meeting3.3 Palo Alto Unified School District Review Meeting3.4 Inventory Development3.5 Program Review and Analysis3.6 Develop and Review Mapita Online Survey3.7 Mapita Online Survey
3.8 Geographic Analysis
3.9 Sustainability Review
3.1 Revenue Analysis3.11 Draft Summary 3.12 Staff Review Draft / Meeting #23.13 Final Existing System Analysis Summary3.14 Project Management, Communications and Administration4 Demographic Analysis4.1 Develop demographic projection (25 years)4.2 Apply local and national trends to Palo Alto 4.3 Draft Demographic Summary 4.4 Staff Review Draft / Meeting #34.5 Final Demographic Summary & City Review4.6 Project Management, Communications and Administration5 Gather & Assess Community Needs5.1 Prepare Presentation, Meeting Materials and Staff Report
5.2 Staff Review / Meeting #4
5.3 Parks and Recreation Commission #1
5.4 Park and Recreation Commission Study Session Summary
5.5 Community Workshop Meetings (3)
5.6 Community Workshop Summary (3)
5.7 Stakeholder Focus Group Meetings (2)5.8 Stakeholder Focus Group Summary (2)5.9 Draft Community Survey Questions5.10 City Review Survey Questions5.11 Polling Firm Coordination Meeting5.12 Park and Recreation Commission Ad Hoc Committee Review 5.13 Develop Survey Outreach Materials5.14 City Review Survey Materials5.15 Final Survey and Outreach Materials5.16 Administer Survey and Monitor Results5.17 Post Sampling Quotas 5.18 Survey Analysis5.19 Draft Survey Report5.20 City Review Draft Survey Report / Meeting #45.21 Final Survey Report 5.22 Prepare Presentation, Meeting Materials and Staff Report 5.23 City staff Briefing and Presentation for PRC and Council5.24 Park and Recreation Commission Meeting #25.25 City Council Update Presentation
5.26 Project Management and Administration
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6 Draft Parks, Trails, Open Space and Recreation Master Plan6.1 Recommended Project List6.2 Prioritization Framework and Process6.3 Project Cost Model6.4 Revenue Generation and Funding Options6.5 Timeline and Phasing Recommendations6.6 Identification of Existing Park Site Expansion Opportunities6.7 Identification of New Park and Open Space Opportunities6.8 Integration of Park System Expansion Opportunities6.9 Outline of Administrative Draft Plan 6.10 City Review of Draft Work Products and Meeting Materials6.11 Staff Project Review Team Meeting #56.12 Revise Draft Products and Materials & city staff review6.13 Community Prioritization Meeting6.14 Stakeholder Prioritization Meeting6.15 PRC Ad Hoc Committee Meeting #16.17 Prepare Staff Report6.18 Park and Recreation Commission Meeting #36.19 PRC Ad Hoc Committee Meeting #26.20 Administrative Draft Plan6.21 City Review Administrative Draft6.22 Staff Project Review Team Meeting #66.23 Public Draft Plan6.24 Project Management, Communications and Administration
7 Park Master Plans
7.1 Develop template and base materials
7.2 Draft Site Plans including written summary (36)
7.3 City Review and Revise Site Plans including written summary (36)
7.4 Citiy Revierw and Final Site Plans including written summary (36)
7.5 Project Management, Communications and Administration8 City Boards and Commissions Study Session8.1 Presentation and Materials Development8.2 Prepare Staff Reports8.3 Parks and Recreation Commission (Study Session)8.4 Planning and Transportation Commission (Study Session)8.5 Prepare Staff Reports8.6 Public Arts Commission (Study Session)8.7 Historical Review Board (Study Session)8.8 Prepare Staff Report8.9 City Council (Study Session)8.10 City review and finalize Summaries (5)8.11 Project Management, Communications and Administration9 Community Master Plan Review Meeting9.1 Design Meeting/Materials9.2 Community Master Plan Review Meeting9.3 City Review and finalize Summary9.4 Project Management, Communications and Administration10 Parks, Trails, Open Space and Recreation Master Plan10.1 Staff Project Review Team Meeting #5
10.2 Revised Draft Plan
10.3 City Review Draft Plan
10.4 Finalize Plan and City Review
10 Prepare Staff Report
10.6 Park and Recreation Commission Presentation Meeting/Approval
10.8 City Council staff report adoption Meeting10.9 Adopted Plan Document 10.10 Project Management, Communications, Administration and Close
Palo Alto Parks, Trails, Open Space and Recreation Master Plan l 11/13/2013