HomeMy WebLinkAbout2000-11-20 City Council (11)City of Palo Alto
¯
C ty Manager’s R6rt
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES
DATE:
SUBJECT:
NOVEMBER 20, 2000 CMR: 404:00
APPROVAL OF AN AMENDMENT TO CONTRACT C8103195
WITH DILLINGHAM ASSOCIATES INCREASING THE
CONTRACT BY $66,015 FOR ADDITIONAL PROFESSIONAL
SERVICES TO DEVELOP CONSTRUCTION DESIGNS AND
PROVIDE CONSTRUCTION MANAGEMENT FOR PHASE I OF
THE MITCHELL PARK IMPROVEMENT PLAN
RECOMMENDATION
Staff recommends that Council:
1. Approve and authorize the Mayor to execute the attached amendment to contract
C8103195, with Dillingham Associates, to increase the contract by $66,015 to a total
of $i34,515 for professional services to develop the construction design plans for
Phase I of the Mitchell Park Improvement Plan.
2. Approve a contingency fee of $9,902 to be used for unforeseen expenditures
associated with the design process.
BACKGROUND
Contract 8103195 was awarded to Dillingham Associates in 1997. Under the original
scope of services, the consultant completed a site evaluation and developed an
improvement plan for the park. Dillingham Associates took the plan through the public
process, conducting public input meetings and seeking and receiving approval from the
Architectural Review Board and the Parks and Recreation Commission.
DISCUSSION
The design of phase I park construction is now ready to commence. This first phase will
include replacement of playgroundg, installation of new pathway lighting and
enhancements to the park’s gateways. Staff will be returning to Council requesting
approval of a park improvement ordinance allowing park construction to proceed.
CMR:404:00 Page 1 of 2
The work to be performed under the contract amendment consists of developing the
designs from the completed Improvement Plan, preparing construction .documents,
providing bidding assistance and providing onsite construction observance.
As stated in CMR 503:97, when the original contract with Dillingham Associates was
awarded, staff anticipated that the consultant may be contracted for specific design and
construction management related to future project implementation if the project were to
proceed past the evaluation and design phase and if the consultants work had been
satisfactory. Staff is completely satisfied with the quality of Dillingham Associates work,
and is requesting to amend the current contract to include design and construction phase
work.
RESOURCE IMPACT
Funds for this project are available in Capital Improvement Project 19803, Mitchell Park
Facilities Improvements.
POLICY IMPLICATIONS
There are no policy implications associated with this contract amendment.
ENVIRONMENTAL REVIEW
This project is categorically exempt from the California Environmental Quality Act
(CEQA) under section 15302 of the CEQA guidelines.
ATTACHMENTS
Attachment A:
Attachment B:
Contract Amendment 1
Scope of Services - Phase I Development
PREPARED BY:Richard James, Deputy Director
Community Services Department
DEPARTMENT HEAD:
PAUL THILTGEN
Director, Community Services
CITY MANAGER APPROVAL: ~
Assistant to the City Manager
CMR:404:00 Page 2 of 2
AMENDMENT NO. ONE TO CONTRACT NO. C8103195
BETWEEN THE CITY OF PALO ALTO AND
REED DILLINGHAMDBA DILLINGHAMASSOCIATES
This Amendment No.One to Contract No. C8103195
("Contract") is entered into , by and between
the CITY OF PALO ALTO, a chartered city and ~a municipal
corporation of the State of California (~CITY"), and REED
DILLINGHAM DBA DILLINGHAM ASSOCIATES, a sole proprietorship,
located at 2927 Newbury Street, Berkeley,CA 94703
("CONTRACTOR").
RE C I TAL S:
WHEREAS, the Contract was entered into between the
parties for the provision of consulting services; and
WHEREAS, the parties wish to amend the Contract]
NOW, THEREFORE, in consideration of the cove~ants,
terms, conditions, and provisions of this Amendment, the parties
agree:
follows:
SECTION i. Section i.i is hereby amended to read as
"This~ Contract will commence on the
date of its execution by CITY.The
obligation of CONTRACTOR to perform the
Services will commence in accordance with
the time schedule set forth in Exhibit ~A"
and Exhibit "B".Time is of the essence of
this Contract.In the event that the
Services are not completed within the
specified time schedule on account of
CONTRACTOR’s default, CITY’s city manager
will have the option of extending the time
schedule for any period of time. This
provision will not preclude the recovery of
damages for delay caused by CONTRACTOR"
follows:
SECTION 2.Section 4.1 is hereby amended to read as
"In consideration of the full
performance of the Services by CONTRACTOR,
CITY will pay CONTRACTOR a total sum not to
exceed One Hundred Thirty-Four Thousand Five
Hundred Fifteen Dollars ($134,515) which
includes Nine Thousand Nine Hundred Two
Dollars ($9,902) for contract contingency
payable within thirty (30) days of
submission by CONTRACTOR of its itemized
billings, in triplicate."
001018 cl 0071932 1
SECTION 3. The following exhibits to the Contract are
hereby amended to read as set forth in the attachments to this
Amendment, which are incorporated in full by this reference:
a.Exhibit "A" entitled "Scope of Work".
Exhibit "B" entitled "Summary of Landscape
Architectural Fees and Services".
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.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
Director of Administrative
S~n~ices
Director of Community
Services
Mayor
REED DILLINGHAM DBA DILLINGHAM
ASSOCIATES
Name:
Title:
Taxpayer Identification No.
94-3322085
Risk Manager
Attachments:
EXHIBIT "A":
EXHIBIT ~’B":
SCOPE OF WORK
SUMARY OF LANDSCAPE ARCHITECTURAL FEES AND
SERVICES
001018 c10071932 2
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code ~ 1189)
STATE OF
COUNTY OF
On (3o-~.~ 9-8¢ ~o , before me, the undersigned, a
notary public in and for said County, personally appeared
r proved to me on the basis of
satisfactory evidence) to be the person(s) whose name(~) is/are
subscribed to the within instrument, and acknowledged to me that
he/s~e/tbey executed the same in his/b~r/th~fir atrthorized
capacity(i~), and that by his/h~r/thelr signature(s) on the
instrument the person¢~), or the entity upon behalf of which the
person(s) acted, executed the instrument.
WITNESS my hand and official seal.
COMM. #1222512
NOTARY PUBLIC-CALIFORNIA
ALAMEDA COUNTY
My Comm. Exp, JUNE 4, 2003
Signature of Notary Public
001018 cl 0071932 3
Scope of Services
Mitchell Park, City of Palo Alto
Phase 1 Development
Stage 1 - Design Development Phase
1.1 Review Project with City Staff
The consultants will hold a meeting with City staff to review the
purpose, tasks, schedule, and work products.
project goals,
1.2 Initiate Surveys
The consultants will prepare a contract with the land surveyor, clarify the work to be
completed, and instruct him to proceed with work. Surveys to be completed include:
(1.2.1) the North Play Area; (1.2.2) The South Play Areas; and (1.2.3) Park Entries at
Meadow Drive and Middlefield; This task does not include a survey of the entire site. ’
1.3 Site Visit
The Consultants will visit the site and review the surveys and the overall site plan for use
as a basis for the Lighting Plan. The Consultants will make a photo record of work areas
for office use and will examine relevant site conditions.
1.4 Detailed Site Plans
Based on existing information and data from the Site Visit, the Consultants will prepare a
detailed site plan for proposed improvements of the North Play Areas including the
Younger Children’s area (1.4.1) and the Older Children’s area (1.4.2). In addition, they
¯ will prepare a plan of both play areas together (1.4.3). They will prepare a plan of the
south play area (1.4.4). The will collect catalogue information that they propose to use ~n
the playground reconstruction (1.4.5) and will prepare a cost estimate for the proposed
work (1.4.6).
1.5 The Consultants will prepare plans of proposed improvements at park entries (1.5.1) and will
prepare a plan showing the location of proposed benches (1.5.2).
1.6 Proposed Lighting Plan
The Consultants and their subconsultant electrical engineer Will confirm the previously
prepared lighting master plan which was contained in .the report for proposed site
improvements (1.6.1). They will explore and/or confirm the need for any other electrical
service or elements to the park (1.6.2). They will research and forward any catalogue or
’==-~iock-ups of proposed lighting equipment (1.6.3). And they will review and modify, if
necessary, the lighting improvements cost estimate prepared during previous phases of
work.
1.7 Review Design Materials with City Staff
The Consultants will review all materials during this phase of work (Tasks 1.2 - 1.6) with
City staff for their comments or corrections.Design documents will be revised to
incorporate City staff comments.
1.8 Public Meetings
The Consultants will make presentations at two public meetings indicating .the nature of
the work included in the project, specifically, information about the play area
Exhibit "A"
1.9
improvements, lighting improvements and entry improvements.City staff will make
arrangements for room reservations and notification of the public.
Revise Materials in Response to City Comments
Based on comments from City staff and from the public meetings, the Consultants will
revise the drawings and other documents to reflect any changes agreed-upon with City
staff.
Stage 2 - Play Area and Park Entries Construction Document Phase
2.1 Adjust play area design to match conditions on survey
After completion of the survey, the Consultants will adjust their plans to conform to
conditions noted on the detailed survey.
2.2 Title Sheet
The Consultants will prepare a cover sheet for the bid drawings. The sheet will conform to
any format or other requirements of the City of Palo Alto for similar projects and
conditions.
2.3 Demolition Plans
The Consultants will prepare plans for north end facilities (2.3.1),
(2.3.2) and for park entries (2.3.3), showing existing facilities to
Contractor will be required to return salvageable elements to the City.
south end facilities
be removed. The
2.4 Grading and Drainage
The Consultants will prepare grading and drainage drawings for the north end and south
end play area improvements.
2.5 Construction Plans for Play Areas
The Consultants will prepare construction plans for the north end and south end play area
improvements.
2.6 Construction Plan for Park Entries
The Consultants will prepare a layout and construction plan for the two park entry areas
on East Meadow and on Middlefield Drive.
2.7 Bench Location Plan
¯ == -The Consultants will prepare a plan showing the location of all new benches.
2.8 Construction Details
The Consultants will prepare all necessary construction details for construction of
improvements shown in the drawings and specifications.
2.9 Park Entry Signs
The Consultants will design and locate park entry signs. The design of the signs will be
similar to one used at Rinconada Park in the City of Palo Alto.
2.10 Play Area Irrigation Plans
The Consultants will prepare plans to modify existing irrigation around the proposed Work
2.11
2.12
2,14
2.15
2.16
areas in order to accommodate proposed new facilities. In some cases, where new
irrigation systems will be needed, these designs will also be included. The City will
provide any background data such as existing record drawings and/or access to existing
irrigation facilities.
Park Entries Irrigation Plans
The Consultants will prepare plans to modify existing irrigation around the proposed work
areas in order to accommodate proposed new facilities. In some cases, where new
irrigation systems will be needed, these designs will also be included. The City will
provide any background data such as existing record drawings and/o~" access to existing
irrigation facilities.
Play Area Planting Plans
The Consultants will prepare planting plans for areas around the proposed play areas.
Proposed plants will be reviewed with City staff for their approval.
Park Entries Planting Plans
The Consultants will prepare planting plans for areas around the relevant park entries.
Proposed plants will be reviewed with City staff for their approval.
Specifications
The Consultants will prepare construction specifications for all work shown on the
construction drawings or necessary to complete the project.
Construction Document Cost Estimate
The Consultants will prepare an estimate of probably cost for the work shown on tt~e
drawings and specifications. The accompanying cost estimate will be assembled carefully
by the landscape architects from a number of sources - published cost information,
discussion with contractors and suppliers, previous projects and professional judgement.
It will represent our best estimate of probable costs to the client from a commercial
contractor. However, estimates are only estimates and cannot be guarantees of cost
because there are many intangible elements that affect costs, such as: project size;
available material supplies; current work loads of contractors; probable weather
conditions; payment, bond and insurance requirements; proximity of contractor’s other
work and stage of completion; probable number of bidders; and many other factors.
Individual prices .within the estimate will also be based on our best professional
judgement. Nevertheless, it frequently happens that some items are a little higher while
some a little lower than shown.
Stage 3 - Electrical Construction Document Phase
3.1 Electrical Site Plan
The Consultants wilt prepare a plan of the entire site and specific area, if necessary, to
indicate the locations of proposed light fixtures. In addition, connections to existing
facilities will also be shown. If it is necessary to upgrade existing electrical service
facilities in order to make proposed lighting operational, then these improvements will also
be included.
3.2 Electrical Details
The Consultants will provide all necessary details for ighting and electrical facilities for
construction of the lighting improvements.
3.3 Electrical Specifications
The Consultants will provide all necessary written specifications for lighting and electrical
facilities for construction of the lighting improvements.
3.4 Electrical Cost Estimate
The Consultants will prepare a cost estimate for construction and/or installation of
proposed electrical and lighting facilities. The estimate will be I~repared within the
limitations noted above under item 2.16.
Stage 4 - Bidding Assistance Phase
4.1 Attend Pre-Bid Meeting
The Consultants will attend a meeting with prospective bidders prior to the actual bid date
in order to answer any questions from the prospective bidders. City staff will organize and
host the meeting and notify prospective bidders. _
4.2 Answer Questions from Bidders
The Consultants will be available to answer any questions from prospective bidders in
order to clarify the intent of the bid documents.
Stage 5 - Play Area Construction Observation Phase
5.1 Attend Pre-construction Conference with Contractor.
The Consultant will attend a meeting with the selected Contractor in order to clarify any
questions related to the bid documents.
5.2 Review Submittals from Contractor
The Consultants will review any materials submitted by the Contractor in fulfilling
requirements of the specifications and drawings.
5.3 Site Review Meetings
The Consultants will make as many as ten site visits during the course of construction in
order to verify that the Contractor’s work is in agreement with the drawings and
= Specifications, to review and verify any payment requests by the Contractor, and to
answer any questions. The Consultants will not review the Contractor’s work methods,
only results, and will not review any conditions related to public or worker safety.
5.4 Pre-maintenance Inspection
At the conclusion of planting and irrigation installatbn, the Consultants will inspect the
work for approval of substantial completion. Items requiring correction will be noted for
the Contractor to correct. VVhen found to be satisfactory, the Contractor will be authorized
to commence the plant maintenance period.
5.6 Final Inspection
At the conclusion of the plant maintenance period, the project will be reviewed again.
Items requiring correction will be noted for the Contractor to correct. When found to be
satisfactory, the final payment to the Contractor will be authorized, assuming that all
lighting and electrical work has also been found to be entirely satisfactory.. Final
inspection of electrical and lighting elements will be conducted separately.
Stage 6- Electrical Construction Observation Phase
6.1 Attend Pre-construction Conference with Contractor.
The Consultant will attend a meeting with the selected Contractor in:order to clarify any
questions related to the bid documents.
6.2 Review Submittals from Contractor
The Consultants will review any materials related to electrical and lighting improvements
submitted by the Contractor in fulfilling requirements of the specifications and drawings.
6.3
6.4
Site Review Meetings
The Consultants will make as many as Iwo site visits during the course of the electrical
construction in order to verify that the Contractor’s work is in agreement with the drawings
and Specifications, to review and verify any payment requests by the Contractor, and to
answer any questions. The Consultants will not review the Contractor’s work methods,
only results, and will not review any conditions related to public or worker safety.
Final Inspection
At the conclusion of the electrical and lighting construction / installation, the electrical and
lighting work will be reviewed. Items requiring correction will be noted for the Contractor to
correct. When found to be satisfactory, the final payment to the Contractor will be
authorized, assuming that all other project work has also been. found to be entirely
satisfactory. Final inspection of items other than electrical and lighting elements will be
conducted separately.
Schedule
Mitchell Park, City of Palo Alto
Phase 1 Development
Stage 1 -Design Development Phase-
Will be completed 45 days from the time of the Notice to Proceed.
Stage 2-
Stage 3-
Play Area and Park Entries Construction Document Phase
Will be completed 75 days from the time of approval of the Stage;1 documents.
Electrical Construction Document Phase
Will be completed 75 days from the time of approval of the Stage 1 documents.
Stage 4-Bidding Assistance Phase
Will conform to the City’s bidding schedule and requirements.
Stage 5-Play Area Construction Observation Phase
Will conform to the City’s and Contractor schedule requirements.
Stage 6-Electrical Construction Observation Phase
Will conform to the City’s and Contractor schedule requirements
Proposal for Landscape Architectural Services
MITCHELL PARK PHASE ONE DEVELOPMENT
City of Palo Alto, California
September 15, 2000
Legend: ~Prin = Principal Time @ $120 per hour
Draft = Draftperson Time @ $75 per hour
Sub Fees = Subconsultant Fees
1.1
1.2
t.2.1
1.2.2
1.2.3
1.2.4
1,3
1.4
1.4.1
1.4.2
1.4.3
1.4.4
1.4.5
1.4.6
1.5
1.5.1
1.5,2
1.6
1.6.1
1.6.2
1.6.3
1.6.4
1.7
1.8
1.9
Design Development Phase
Review Project With City Staff 3 3 $585
Initiate Surveys
Detailed Site Survey Of Existing North Play Area
Detailed Site Survey Of Existing South Play Areas
Park Entries
Overall site survey
Confirm Overall Site Plan as Basis For Lighting Plan
Site visit; photo record; examine site conditions
2 2
$5,000
$0
$5,000
$390
Prepare Detailed Site Plan Of Play Area.
Prepare detailed plan of Young Children’s Area
Prepare detailed plan of Older Children’s Area
Prepare combined plan of play area
Prepare plan of south play faciltiies
Collect catalogue materials
Prepare cost estimate play area
6
3
2
2
16
16
12
8
3
5
$1,920
$1,560
$9o0
$84O
$225
$615
Prepare Detailed Plan for Park Entries and Benches
Prepare detail plans of Park entries
Prepare plan for bench locations
4
2
10
4
$~,230
$540
Confirm Lighting Master Plan
Confirm previous lighting plan and fixture
Confirm need for any additional electrical work
Get additional lighting information and/or mock-ups
confirm previous cost estimate
$27o
$54o
$270
$54O
$54o
$510
$540
$270
$540
$54o
Review Design Materials With City.$48O
Public Meetings (2)10 $1,200
Revise Materials in Response To City Comments 2 8 $840 $18,725
Exhibit "B"
Proposal for Landscape Architectural Services - Mitchell Park Phase 1 I September 15, 2000 .1 Page 2
2 Play Area and Park Entries Construction Document Phase
2.1 Adjust Play Area Design To Match Conditions On Surv6y 2 8!$840
2.2 Title Sheet 1 5 $495
2.3 Demolition Plans
2.311 North end facilities 1 4 $420
2.3.2 South end facilities 1 2 ~-$270
2.3.3 Park entries 1 2 $270
2.4 Grading And Drainage
2.4.1 North end facilities
2.4.2 South end facilities
8
2
8
4
$1,560
$54O
2.5 Construction Plan for Play Areas
2.5.1 North end facilities
2.5.2 South end facilities
12 40
3 8
$4,440
$960
2.6 Construction Plan for Park Entries
2.7 Bench Location Plan and Bench Detail
3 8
2 8
$960
$840
2.8
2.9
2.1
2.10.1
2.10.2
2,10.3
2.11
2.12
2.11.1
2.11,2
2.13
2.14
2.15
2.16
Construction Details 8 32 $3,360
Park Entry Signs (use Rinconada Park prototype)2 4
Play Area Irrigation Plan: Adjustments To Existing And New
Research existing irrigation facilities 2
166North end facilities 2
South end facilities 2 16
$54O
$690
$1,440
$1,440
Park Entries Irrigation Plans:
Play Area Planting Plan
North end facilities
South end facilities
Park Entries Planting Plans
2 12
2 4
0 2
2 4
$1,140
$540
$150
$54O
Planting and Irrigation Details $495
Specifications 6 4 $1,020
Construction Document Cost Estimate 4 12 $1,380 $24,330
Proposal for Landscape Architectural Services - Mitchell Park Phase I September 15, 2000
3 Lighting Construction Document Phase
3.1 Electrical Site Plan
3.2 Electrical Details
3.3 Electrical Specifications
3.4 Electrical Cost Estimate
4 Bidding Assistance Phase
4.1 Attend Pre-bid Meeting
4.2 Answer Questions From Bidders
5 Play Area Construction Observation Phase
5.1 Attend Pre-construction meeting with Contractor
5.2 Review Submittals from Contractor
5.3 ISite Review Meetings: 10 @ 5 hours ea w/notes
5.4 ’Pre-maintenance Inspection
5.5 Final Inspection
6 Electrical Construction Observation Phase
6.1 Attend Pre-construction meeting with Contractor
6.2 Review Submittals from Contractor
6.3 Site Review Meetings’
6.4 Final Inspection.
$3,580 $4,060
$2,390 $2,390
$1,350 $1,470
$810 $1,005
$48O
$630
4 $480
6 $720
50 $6,000
5 $600
5 $600
$405 $405
$405 $405
$810 $810
$4o5 $405
Page
$8,92~
$1,11C
$8,400
$2,025
Subtotal of Professional Fees
Reimbursable Expenses: photos, mileage, plots & soil tests
Total Fees and Expenses 1
Note: No allowance has been made for non-standard insurance costs that
may be required by the City of Palo Alto for this project, such as a waiver of
subrogation for workmen’s compensation insurance. I I I
$63,515
$2 500
$66,015