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Home My WebLink AboutReso 60-16 Dublin Sports Ground Renovation RESOLUTION NO. 60 - 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * * * APPROVING TASK ORDER #1 WITH RRM DESIGN GROUP FOR LANDSCAPE ARCHITECTURAL SERVICES FOR THE DUBLIN SPORTS GROUNDS RENOVATION PROJECT WHEREAS, on November 17, 2015, the City Council approved the creation of a new Capital Improvement Project called the Dublin Sports Grounds Renovation Project (CIP No. PK0416); and WHEREAS, on November 17, 2015, the City Council approved a consulting services agreement with RRM Design Group for on-call landscape architectural services; and WHEREAS, the City desires to hire a consultant qualified and experienced in providing parks master plans and construction documents; and WHEREAS, the RRM Design Group has the demonstrated ability to perform the landscape architectural design services for the Dublin Sports Grounds Renovation Project; and WHEREAS, the RRM Design Group is available to perform the work specified. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve Task Order #1 with RRM Design Group for landscape architectural design services for the Dublin Sports Grounds Renovation Project, attached as Exhibit A. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Purchase Order for said Task Order. PASSED, APPROVED AND ADOPTED this 3rd day of May, 2016, by the following vote: AYES: Councilmembers Biddle, Gupta, Hart, Wehrenberg, and Mayor Haubert NOES: None ABSENT: None ABSTAIN: None fiNzt Ma or ATTES : -1 Clit"/0 City Clerk Reso No. 60-16,Adopted 5-3-16, Item 4.2 Page 1 of 1 EXHIBIT A rrm design I group April 15, 2016 Meghan Tiernan, Parks & Facilities Development Manager City of Dublin 100 Civic Plaza Dublin, CA 94568 RE: Dublin Sports Grounds Master Plan Renovation and Phase 1 Construction Documents Dear Meghan, Please find the attached proposed scope of services for Task B and C services for Dublin Sports Ground. The Task B scope involves the completion of the Renovation Master Plan, which would start after the current contracted Task A services are complete. Task B includes the same services as originally proposed in our overall Renovation Master Plan proposal. Per our conversation we have made a few adjustments to account for what we have learned since the original task was previously written. For example, we have allowed for more meeting time with you to follow the methods and frequency we used during Task A. Task C services include supplemental survey ground work and preparation of Construction Documents to get the phase I project built, as identified in Task A. The proposed phase I project includes the following • Universally accessible vehicular rated path providing access from the parking lot to three (3) existing Little League fields in western portion of park(will eventually become part of park-wide loop) • Universal access to bleachers and dugouts at fields mentioned above • Installation of pre-purchased six (6) shade structures at bleachers and dugouts at fields mentioned above. • Installation of pre-purchased score keeper booths (3) at fields mentioned above. • Placement and installation of pre-purchased site furnishings throughout project area. • Three bid alternate areas: o Small uncovered group picnic area o Group picnic area with shade structure(s) o Group fitness area The Construction Documents will include plans, specs, and cost estimate through bid documents. In addition to providing landscape architecture and irrigation RRM would be providing in-house civil and structural services for grading, erosion control, stormwater 3765 S.Higuera St.,Ste.102•San Luis Obispo,CA 93401 p:(805)543-1794•f:(805)543-4609 www.rrmdesign.com a California corporation•Lenny Grant,Architect C26973 •Jerry Michael,PE 36895,LS 6276•Jeff Ferber,LA 2844 Meghan Tiernan, Parks P. Facilities Development Manager I I m Dublin Sports Grounds Master Plan Renovation and Phase 1 Construction Documents design April 15, 2016 group Page2of2 management, and installation of shade structures. In addition to Alexander and Associates,the surveying sub, we have included cost estimating and electrical engineering sub consultants, Leland Saylor Associates and Zeiger Engineers, Inc., both of whom we have worked with extensively. We have included electrical plans to bring power to the score keeper booths. We are assuming there will be no additional lighting in this portion of the park. Please advise if you think otherwise. Due to the limits of the design in this project,we have included three (3) submittals; Design Development, 90% Construction Documents, and Bid Documents. We are assuming the City is the only agency that will need to review the plans.We have included tasks to complete the City's Stormwater Control procedures, as well as SWPPP requirements. Please let us know if you think any additional agencies, such as DSRSD, will require processing. Thanks Meghan. We look forward to continuing our work with you. Please let us know if you would like to discuss our assumptions and proposed scope of services. Sincerely, IRRM DESIGN N GROUP Gina Chavez ' Jeff Ferber, ASLA Senior Landscape Architect/Project Manager Principal CA License No. 6040 CA License No. 2844 jmwN:\X-FI LES\X-Fil es-0000-0n-C.alls\X0000.14RC I S-Dublin-On-Cal-Lands cope-Architecture-Services\Prop osiAOriginal-Docs\g c-cover-letter-4IS-2016- Admindocx rrm 1111 design group Dublin Sports Grounds Master Plan Renovation and Phase 1 Construction Documents Proposed Additional Services Scope of Services April 15, 2016 PROJECT UNDERSTAINDING RRM Design Group has been retained to assist the City of Dublin (the"City") in completing the Renovation Master Plan for Dublin Sports Grounds.The 22.8-acre site is located at 6700 Dublin Boulevard and includes soccer fields, baseball fields, softball fields, batting cages, a playground, picnic/barbecue areas, maintenance area, and restrooms. The Renovation Master Plan process has been started as part of approved Task A services and includes a general upgrade and improvements to bring the park into the "modern" era.The Master Plan will further emphasize five-acres of parkland on the east side of the park, as well as amenities interwoven throughout the park. RRM has been working on Task A services since a purchase order for Pre-design and Schematic Design was approved on November 18, 2015, and will continue to work on the Task A services in conjunction with proposed Task B and Task C services. Summary of Task A Services (Approved and Underway) A.I Kickoff Meeting and Site Tour(complete) A.2 Data Review and Base Map (nearly complete) A.3 Aerial Topographical Survey(complete) A.4 Identify Phase I Project(complete) A.5 Pre-design Project Management and Client Meetings A.6 Stakeholder Interviews (complete) A.7 Public Meeting No. I (complete) A.8 Schematic Design Concepts (substantial progress) 3765 S.Higuera St.,Ste.102•San Luis Obispo,CA 93401 p:(805)543-1794•f:(805)543-4609 www•rrimdesign.com a California corporation•Lenny Grant,Architect C26973 •Jerry Michael,PE 36895,LS 6276•Jeff Ferber,LA 2844 Dublin Sports Grounds Master Plan Renovation and Phase 1 Implementation r r rn Documents Proposed Scope of Services design April 15, 2016 group Page2of9 Proposed services include completion of the Renovation Master Plan (Task B) and Construction Documents for a Phase I construction project within the park (Task C). Task B continues the Master Planning process including public meetings, completion of the Final Renovation Master Plan, associated probable cost statements, and a report documenting the process. See below for a summary of proposed Task B services: Summary of Proposed Task B Services B.I Public Meeting No. 2 B.2 Draft Renovation Master Plan B.3 Preliminary Cost Statement B.4 Parks and Community Services Commission Meeting B.5 Final Renovation Master Plan B.6 City Council Meeting B.7 Renovation Master Plan Summary Report B.8 Renovation Master Plan Project Management and Client Meetings Proposed Task C services include supplemental ground survey work, as well as preparation of plans, specifications, and a cost estimate for a Phase I implementation project identified in Task A. The Phase I project includes providing an accessible path from the existing parking lot and restroom to the three (3) Little League fields in the western portion of the park including access to existing bleachers and dugouts at each of these fields.This path will eventually become part of a park-wide loop for park users, as well as maintenance vehicles. The project also includes installation of pre- purchased shade structures to go over the existing six(6) bleachers and six (6) dugouts, as well as the installation of three (3) new scorekeeper booths. Pre-purchased site furnishings such as trash/recycling receptacles, a drinking fountain, and benches will be incorporated into the areas surrounding the three (3)fields. The plans will also include three (3) alternate areas; a small uncovered picnic area, a picnic area with shade structure(s), and a group fitness area. Summary of Proposed Task C Services C.I Supplemental ground survey C.2 Phase I Design Development Package C.3 Phase I 90% Construction Documents C.4 Phase I Bid Documents C.5 Storm Water Pollution Prevention Plan Dublin Sports Grounds Master Plan Renovation and Phase 1 Implementation r r m Documents Proposed Scope of Services design April 15, 2016 grou p Page 3 of 9 SCOFF', OF SERVICES TASK B: MASTER PLAN RENOVATION Subtask B.1: Public Meeting No. 2 RRM will facilitate a public meeting to present the schematic design concepts which will be completed as part of current contract Task A services. In preparation for this meeting, RRM will develop a PowerPoint slide presentation and/or graphic displays in order to convey clearly the intent of the proposed designs. Participants will have an opportunity to comment and give their opinion on their preferred alternative. Deliverables: • Prepare for and attend one (1) public meeting • Digital record of exercise results • Attend one (1) staff meeting to review results of public meeting No. 2 Subtask B.2: Draft Renovation Master Plan RRM will develop a draft renovation Master Plan based on the feedback received at Public Meeting No. 2 and input from City staff. It is likely that the plan will reflect a blending of the two (2) concepts, with certain preferred elements from each one included. The Master Plan graphic will be designed as a"standalone" exhibit, and will include a graphical depiction and descriptive annotations of all the key plan elements. Staff will have an opportunity to preview the draft renovation Master Plan in loose draft form prior to preparation of the refined graphic, either in person or via a phone/web conference.The plan will illustrate proposed improvements,which may include social gathering areas, high-quality, innovative play features, walking and fitness opportunities, picnic areas,flexible natural use areas, dog areas,and parking and restroom facilities. As a part of this task,we will prepare a perspective sketch to convey the intent and character of the preferred design and illustrate a key area. Deliverables: • Attend(I) staff meeting to preview draft renovation Master Plan prior to finalization • One (I) draft renovation Master Plan graphic(full color, digital and hard copy) • One (1) perspective sketch (full color, digital and hard copy) Subtask B.3: Preliminary Cost Statement RRM will prepare a preliminary cost statement to construct the proposed. This estimate will be based on the Draft Renovation Master Plan and will not represent the actual cost of construction due to the large variety of unknown details. Deliverables: • One(I) preliminary cost statement Dublin Sports Grounds Master Plan Renovation and Phase 1 Implementation r r m Documents Proposed Scope of Services design April 15, 2016 111illl 1 111 ! group Page 4 of 9 Subtask B.4: Parks and Community Services Commission Meeting RRM will attend a Parks and Community Services Commission Meeting in Dublin to provide a project summary and review of the public process, the Schematic Concepts, the Draft Renovation Master Plan, and preliminary costs. This will be through PowerPoint presentation and/or presentation of graphic displays. RRM will then seek input and comments from the Commission as to their direction on the Draft Renovation Master Plan, which will become the basis for the Final Renovation Master Plan. It is assumed that the Parks and Community Services Commission Meeting is open to the general public, at which time community participants will have the opportunity to see how their input is incorporated into the Draft Renovation Master Plan. Deliverables: • Prepare for and attend one (I) Parks and Community Services Commission Meeting with supporting graphics and materials Subtask B.5: Final Renovation Master Plan RRM will make refinements and revisions to the design, as directed by the City following the Parks and Community Services Commission Meeting, to incorporate any relevant comments consistent with the previous direction and finalize the renovation Master Plan. If needed, we will also make the necessary minor updates to the perspective sketch in the event that the elements featured in it have changed. The plan will illustrate proposed improvements, which may include social gathering areas, high-quality, innovative play features, walking and fitness opportunities, picnic areas,flexible natural use areas, dog areas,and parking and restroom facilities. Deliverables: • Attend(I) staff meeting to preview final renovation Master Plan prior to finalization • final renovation Master Plan graphic(full color, digital and hard copy) • Update one(I) perspective sketch (full color, digital and hard copy) Subtask B.6: City Council Meeting RRM's principal and project manager will present the Final Renovation Master Plan graphic to the City Council at a regularly-scheduled meeting. Deliverables: • Prepare for and attend one (I) City Council meeting with supporting graphics and materials Dublin Sports Grounds Master Plan Renovation and Phase 1 Implementation r r m Documents Proposed Scope of Services design April 15, 2016 Page 5 of 9 �� group Subtask B.7: Renovation Master Plan Summary Report RRM will assemble all design exhibits and summarize them into one (I) Renovation Master Plan Summary Report. The report will describe the project program and memorialize the process that led to the final design. This will be helpful as the project will likely be built-in phases over several years. The report will contain descriptions of the various design concepts, the refined renovation Master Plan, a conceptual phasing plan, and any other supporting graphics. It will also include a summary of the public input process, as well as key issues and direction from the City during the process. Deliverables: • Three(3) copies of Renovation Master Plan Summary Report digital PDF version on disk Subtask B.8: Renovation Master Plan Project Management and Client Meetings During this phase, RRM's project manager is available to the City for phone conferences, emails, and correspondence for issues that need to be addressed and resolved. This task is listed separately so that attention is given to important matters without drawing valuable time away from the design effort and other specific tasks and deliverables. Deliverables: • Project management and coordination throughout the renovation Master Plan phase Subtask C.1: Supplemental Ground Survey RRM's subconsultant, Alexander&Associates, will conduct supplemental ground surveying within the Phase I project area.Work performed under this task will provide the design team with the necessary level of topographic detail to prepare final plans, including under tree canopies,and other information not mapped in the previously provided aerial survey. Elevations will be provided in an AutoCAD base file for use throughout the project. Deliverables: • Supplemental Ground Survey and Base Mapping(AutoCAD) Subtask C.2: Phase 1 Design Development Package RRM will prepare a Phase I Design Development package, which will be the first step of the Construction Document process. Generally,this task will entail drafting the City-approved concept into AutoCAD,and identifying key components and features of the design, including: • Annotated Site Plan • Preliminary Grading and Drainage Plan, including a memorandum describing the proposed stormwater treatment strategy as required by the City's Stormwater Control Application • Plant List • Irrigation Mainline Routing Plan • Outline Specifications (CSI format) Dublin Sports Grounds Master Plan Renovation and Phase 1 Implementation r r Documents Proposed Scope of Services design April 15, 2016 111011, 'i group Page 6 of 9 Following this submittal and a City review period RRM will attend a Client meeting to discuss revisions. Deliverables: • Phase I Design Development Package • One (I) Client Meeting Subtask C.3: Phase 1 90%Construction Documents RRM's team will prepare a 90% submittal of the following products for the construction of the Phase I project: • Title and Reference Sheet • Existing Conditions Plan • Demolition Plans • Horizontal Control Plans • Grading and Drainage Plans • Erosion Control Plans • Landscape Construction Plans • Construction Details • Structural Details and Calculations • Irrigation Plans and Details • Planting Plans and Details • Electrical Plans for power to score keeper booths prepared by Zeiger Engineers, Inc. • CSI format Specifications (General Conditions to be provided by City) • Cost Estimate provided by Leland Saylor Associates Following this submittal and a City review period RRM will attend a Client meeting to discuss revisions. Deliverables: • Phase 1 90%Plans and specifications • Phase I Construction Cost Estimate • One(I) Client Meeting Subtask C.4: Phase 1 Bid Documents RRM and specified subconsultants will make minor revisions based on plan check the review of the 90% Construction Document submittal and prepare final plans to go out to bid. Deliverables: • Phase 1 Bid Documents Dublin Sports Grounds Master Plan Renovation and Phase 1 Implementation Documents r r Proposed Scope of Services i pi design April 15, 2016 Page 7 of 9 IIIIIIIII,VII II I g rO U p Subtask C.5: Stormwater Pollution Prevention Plan (SWPPP) RRM anticipates that the preparation of a Stormwater Control Plan in accordance with the Regional Water Control Board's C.3 requirements will be required. The project will be designed to take advantage of cost-effective, self-treating areas such as vegetated swales. Deliverables: • SWPPP TASK AND FEE SUMMARY FIXED FEE TASK DESCRIPTION (see footnote) Task B Completion of Renovation Master Plan B.I I Public Meeting No. 2 1 $ 4,600 B.2 Draft Renovation Master Plan $ 19 540` B.3 Preliminary Cost Statement i $ 4,100 __ _......... B.4 Parks and Community Services Commission Meeting I $ 1,700 B.5 Final Renovation Master Plan $ 14,900 B.6 Ci ............._._........_._._........._._..ri._._...Council Meetin.....__._...._...__......._.._.__.._._.__g......_._. $ 1,500 B.7 I Renovation Master Plan Summary Report ...............__........_._._._........_._._..........._.__........_.__........__._..........._._...._. ._........_........_._._..6.,.._._00.__ B.8 , Renovation Master Plan Project Management and Client Meetings ' $ 1,800 Task B Subtotal: $ 54,240 Task C _ Phase I Construction Documents C.I I Supplemental ground survey d .._$ 2,948 1 1,424.. C.2 Phase I Design Development Package $ 1 C.3 1 Phase 190%Construction Documents .__ C.4 1 Phase I Bid Documents $ 17,519 C.5 Storm Water Pollution Prevention Plan $ 4,500 Task C Subtotal: $ 69,042 SUMMARY OF FEES: $ 123,282 Estimated Reimbursable Expenses: $2,000 ESTIMATED PROJECT TOTAL: $125,282 Fee Footnotes Fixed fee tasks will be billed as the work progresses until the task is completed and the total amount stated in the contract for the task is invoiced. Dublin Sports Grounds Master Plan Renovation and Phase 1 Implementation r r m Documents Proposed Scope of Services I design April 15, 2016 group Page 8 of 9 Reimbursable Expenses Incidental expenses incurred by RRM Design Group, or any sub-consultant it may hire to perform services for this project, are reimbursed by the Client at actual cost plus 10%to cover its overhead and administrative expenses. Reimbursable expenses include, but are not limited to reproduction costs, postage, shipping and handling of drawings and documents, long-distance communications, fees paid to authorities having jurisdiction over the project,the expense of any additional insurance requested by Client in excess of that normally carried by RRM Design Group or its sub-consultants, travel expenses (transportation/automobile/lodging/meals), renderings and models. Reimbursable automobile travel mileage will be billed at the current IRS business standard mileage rate. Adjustment to Hourly Billing Rates RRM reserves the right to adjust hourly rates on an annual basis. SERVICE'S AND/OR INFORMATION TO BE PROVI IED BY CLIENT • Geotechnical and Soils Report • Relevant, available background information, including but not limited to: o Utility record drawings o As-built/record drawings • Single point-of-contact/project manager that will distribute interim design submittals and consolidate reviewers' comments into a single list of action items (to which RRM can respond) • Arborist, if needed • Naturalist/Biologist, if needed • Meeting noticing, venue, and food/beverages • Translation services, if needed LIMITATIONS OF SCOPE AND I.°X.CLUSIt NS Please note that the tasks to be performed by the RRM team are limited purely to those outlined above. Substantive changes requested by the Client or changes in the Client's program or direction that are inconsistent with prior approvals are subject to additional services fees.Any additional services that RRM Design Group is asked to perform over and beyond those described above will be billed on a negotiated and Client-approved, fixed-fee or hourly basis. Dublin Sports Grounds Master Plan Renovation and Phase 1 Implementation r r m Documents Proposed Scope of Services design April 15, 2016 Page 9 of 9 �,p 1,1;� ui!, g ro u p The following services or tasks are specifically excluded from the scope: • Geotechnical and Soils Report • Meeting noticing,venues,and food/beverages • Photo-realistic computer visual simulations • Translation services (oral or written) • Environmental/CEQA analysis • Permitting • Educational/interpretive exhibit design • Additional meetings beyond those listed in the tasks above • Technical/scientific reports and studies (e.g., seismologic,geotechnical) • Coordination with other permitting agencies (e.g.,Alameda County, USFWS, DFG) • Redesign of project to value engineer based on bid results If you have any questions or require clarification of the scope of services or fees outlined above, please do not hesitate to call us. Thank you again for this opportunity. Sincerely, RRM DESIGN N IROUP Gina Chavez Jeff Ferber,ASLA Senior Landscape Architect/Project Manager Principal CA License No. 6040 CA License No.2844 j mwNAX-FILES\X-Files-0000-0n-Calls\X0000-14-RC 15-Du!An-On-Colt-Lands cape-Architecture-Services\Proposal\Orgina l-Docs\gmc-Dublin-S ports-Grounds-Proposed-S cope- Tasks B and C 04-IS-2016-Admin.accx