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HomeMy WebLinkAbout4.10 DolanPrkPh2SubmitPrpslCITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 14, 1987 SUBJECT : Dolan Park Improvements, Phase II EXHIBITS ATTACHED A. Invitation to Submit Proposal RECOMMENDATION B · Consultant Services Agreement Retain Cardoza-DiLallo-Harringt0n for Dolan Park, Phase II Landscape Architectural Services 2. Authorize Mayor to Execute Agreement FINANCIAL STATEMENT : Cost to City $10,800 - $16,800. - Sufficient funds are available in FY 87-88. DESCRIPTION : On June 23, 1987, the City Council adopted the 1987-88 update to the five-year Capital Improvement Program which provided funds for Dolan Park, Phase II. With construction scheduled to begin on September 21, 1987 for Phase I improvements, staff has determined that it would behoove the City to move forward with development of the final design and construction documents for Phase II improvements. As Cardoza-DiLatlo-Harrington prepared the design and construction documents for Dolan Park, Phase I, staff felt that there was an obvious advantage in having them continue with Dolan Park, Phase II. Therefore, they were asked to submit a proposal based on the Scope of Services outlined in Exhibit A. Staff has reviewed the proposal submitted by Cardoza-DiLallo- Harrington and found that the estimated cost and proposed timeline is comparable with similar projects undertaken by the City. Consequently it is staff's recommendation that Cardoza- DiLallo-Harrington be retained to provide landscape architectural services for Dolan Park, Phase II. Exhibit B is the Standard Consultant Services Agreement prepared by the City Attorney that has been adapted for Dolan Park, Phase II. The total cost to the City is $10,800 to $16,800. Design services are $10,800 and construction observation will be billed hourly not to exceed 80 hours at $75.00 per hour. Sufficient funds are available in the FY 87-88 Budget. It is the recommendation of staff that the City Council take the following action: Retain Cardoza-DiLallo-Harrington for Dolan Park, Phase II Landscape Architectural Services. 2. Authorize Mayor to Execute Agreement. ITEM NO. __~_ EXHIBIT A CITY OF DUBLIN P.O. Box 2340 DUBLIN, CALIFORNIA 94568 CITY OFFICES 6500 DUBLIN E~LVD. ADMINISTRATION 829-4600 BUILDING INSPECTION 829~D822 CITY COUNCIL 829-4600 CODE ENFORCEMENT 829~D822 ENGINEERING 829-4927 FINANCE 829-6226 PLANNING 829-49 16 POLICE 829-0566 PUBLIC WORKS 829-4927 RECREATION 829-4932 July 24, 1987 Mr. Robert W. Stone Cardoza, Dilallo, Harrington 11883 Dublin Blvd.,' B-235 Dublin, CA 94568 Dear Bob: As you know, construction of Dolan Park, Phase I, is tentatively scheduled to begin in mid-August. Conse- quently, the City would like to begin work on the design and construction documents for Phase II. We would like to invite Cardoza, Dilallo, Harrington to submit a bid for the Phase II improvements. The work to be included is as follows: Phase II Improvement~ Sports Court, parcourse, group picnic area, day camp shelter and tot play area, as well as completion of walkways, irrigation, lighting and landscaping. Scope of Work Based on the approved Master plan, prepare preliminary plans, cost estimates and outline specifications for review and approval by City Staff. Present preliminary construction plans for City Staff review. o Prepare final plans, specifications, cost estimates and bid documents. e Assist project manager at the pre-bid meeting and the pre-construction meeting. 5. Provide construction inspection and administration. Robert W. Stone July 24, 1987 -2- Additional Information Needed 1. Fee schedule showing hourly rates.of staff. The approximate fee (or general cost range). The total con- struction budget for Phase II improvements will be between $160,000 and $185,000. 3. A proposed timetable for cbmpletion of the work. Should you have any questions related to Phase II improvements or the scope of work, please don't hesitate Lo call me at 829-4932. I look forward to receiving your proposal. Sincerely, ,~/~,~" .~j Diane L. Lowart Director of Recreation DLL/mj r EXHIBIT B CONSULTANT SERVICES AGREEMENT LANDSCAPE ARCHITECTURAL SERVICES DOLAN PARK, PHASE II THIS AGREEMENT is made at Dublin, California, as of , 19 , by and between the CITY OF DUBLIN, a municipal corporation ("City"), and Cardoza-DiLallo-Harrington Landscape Architecture and Planning Partnership, a California Corporation ("Consultant"), who agree as follows: 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, consultant shall provide to City the services described in Exhibit A. Consultant shall provide said services at the time, place and in the manner specified in Exhibit A. 2. PAYMENT. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth in Exhibit B. The payments specified in Exhibit B shall be the only payments to be made to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all billings for said services to City in the manner specified in Exhibit B; or, if no manner specified in Exhibit B, then according to the usual and customary procedures and practices which Consultant uses for billing clients similar to City. 3. FACILITIES AND EQUIPMENT. Consultant shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement. 4. GENERAL PROVISIONS. The general provisions set forth in Exhibit C are part of this Agreement. In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the other term or condition shall control insofar as it is inconsistent with the general provisions. 6/5/87 1 5. EXHIBITS. Ail exhibits referred to herein are attached hereto and are by this reference incorporated herein. Executed as of the day first above stated. CITY OF DUBLIN, a municipal corporation By¸ "Mayor" Attest: City Clerk By "Consultant" 6/5/87 2 SCOPE OF SERVICES EXHIBIT A PROJECT DESCRIPTION Scope of Services includes landscape architectural preliminary and construction documents for Phase II of Dolan Park, based on the approved Masterplan. SCOPE OF SERVICES TASK I: Preliminar~ Plans Consultant shall meet with the design team for the project as defined by City for the purpose of: 3. 4. 5. Refining and detailing work program project schedule and design service schedule. Establishing key milestone dates. Outlining project goals and objectives. Discussing and defining project budgets. Discussing and defining project elements and priorities. Reviewing design refinement plans and cost analysis. Be After this initial meeting the consultant shall develop a preliminary plan highlighting the Phase II additions to the Park as follows: sports court, par course, group picnic area, day camp shelter, and tot lot area, as well as completion of walkways, irrigation and landscaping. A preliminary construction cost analysis and outline specfications should be prepared in conjunction with the plan presentation. After approval of both plans and estimate, we will proceed to construction documents. TASK II: Construction Documents Consultant shall prepare landscape architectural construction documents which set forth in detail the requirements for the project in accordance with applicable governmental codes and ordinances. Documents shall be drawn at an appropriate scale and include, but not be limited to: 2. 3. 4. 5. 6. 7. Grading plans which depict vertical control of hardscape elements and drainage structures. Construction and staking plans locating by dimension all hardscape amenities. Irrigation plans which illustrate pipe sizes, heads, valves, clock locations, and points of connection. Planting plans which illustrate size, locations and species, including pottery plans for models. Appropriate construction, irrigation, and planting details. Landscape specifications. Construction cost analysis. Preliminary construction plans (50% complete) will be made available for staff approval, prior to final document preparation. TASK III: Bid Coordination/Construction Observation Specific services include, but are not limited to: 2. 3. 4. Be available for interpretation of bid documents. Attend pre-bid and pre-construction conference. Attend various landscape field inspections. Weekly site observations, as mutually agreed between City and Consultant, will be conducted for general conformance with the design concept and general compliance with the information given in the construction documents. Pre-maintenance observation including preparation of a "punch list" outlining landscape construction deficiencies. Final observation including preparation of a "punch list" outlining landscape construction deficiencies. Page 1 of 3 CHANGE ORDERS Change Orders shall be for services that are beyond the Scope of Services and may include, but not limited to the following: Revisions or modifications to documents, drawings, or specifications when such revisions or modifications are inconsistent with approvals or instructions previously given or are required by the enactment or revision of codes or laws by governmental agencies having jurisdiction over the project subsequent to the preparation of such documents, drawings, or specifications. Providing consultation concerning replacement of any work damaged by fire or other cause during construction', and furnishing professional services as may be required in connection with the replacement of such work. e Providing services not otherwise included in this Agreement or not customarily furnished in accordance with generally accepted practice of landscape architecture. Upon the request for additional services, Cardoza-DiLallo- Harrington shall provide the scope and costing of said Change Order (whether flat fee or per the fee schedule set forth herein) and timely dispatch a copy of said Change Order to the City, confirming the agreement of the parties. CITY'S RESPONSIBILITIES City shall designate a representative authorized to act in the City's behalf with respect to the Project. City shall furnish Cardoza-DiLallo-Harrington with all necessary reference data, which includes, but is not limited to the following: 2. 3. 4. 5. 6. 7. 8. 9. Complete and accurate topographic and boundary survey plans or engineer's grading plans. Accurate architectural and other reference data. Proposed and existing site limitations (ie: utilities, easements) Budget and phasing requirements. Project requirements including program, criteria. Design and construction schedules. Prompt notification in writing of architectural, engineering, or site changes. Property plot plans, if applicable. Structural and agricultural suitability analysis soils reports. constraints, and City shall be responsible for all plan check fees and building permits by municipalities. City shall examine documents submitted and render approval and decisions pertaining thereto in a reasonably prompt manner, so as to avoid unreasonable delay in the orderly progress of services. City shall perform bid administration duties, including but not limited to, advertising for bid, preparing addenda, receiving and awarding construction bid. City shall perform construction administration duties, including but not limited to, the preparation, approval, and issuance of Certificates of Payment, Change Orders and Final Notices. Page 2 of 3 PROJECT SCHEDULE Cardoza-DiLallo-Harrington shall perform services as expeditiously as is consistent with professional skill and care to meet requested submittal dates. PROPOSED PROJECT SCHEDULE ITEM: Initial Meeting & Organization Preliminary Plans, Estimate & Outline Spec's. Construction Documents - Complete, Including Estimate Bidding & Bid Administration Construction Administration Including Plant Maintenance TIME FRAME: 1 Week 3 Weeks 8 Weeks 5 Weeks 18-22 Wks *Ail time frames are exclusive of City Reviews and Approvals Page 3 of 3 EXHIBIT B City shall pay Consultant the total sum of $16,800 for the scope of services required pursuant to this Agreement as follows: TASK I: Preliminary Plans $1,800. SUBTOTAL $ 1,800. TASK II: Construction Documents $9,000. SUBTOTAL DESIGN FEE TOTAL $ 9,000. $10,800. TASK III: Bid Coordination/Construction Observation Bid Coordination/Construction Observation shall be compensated at the personnel hourly rates listed herein. Eighty (80) hours at the Principal Rate is estimated for this service. Basic services, as presented above, are inclusive of local telephone charges, reasonable transportation costs and regular clerical services. Reimbursable Expenses are actual expenditures in connection with the project and are in addition to the compensation for the Scope of Services and Change Orders. Payments for Reimbursable Expenses shall be made monthly upon presentation of Cardoza- DiLallo-Harrington's statement of expenses incurred at: reproduction cost plus fifteen percent (15%) or $.25/mile or direct costs for long distance telephone, mailings/shippings, permit fees, or other expenses incurred at the City's request. special similar Payments for Change Orders shall be made monthly upon presentation of Cardoza-DiLallo-Harrington's statement of services rendered. Unless a flat fee is quoted by Cardoza- DiLallo-Harrington at the time of creation of the Change Order, Change Orders shall be compensated at the Following personnel hourly rates (where applicable, rates apply to travel time): Senior Principal Principal Senior Associate Associate Draftsman Clerical $ 87.50/hour 75.00/hour 60.00/hour 52.50/hour 38.50/hour 32.50/hour Payment for a Change Order involving services of consultants including but not limited to, architectural and civil, structural, electrical and mechanical engineers, shall be made monthly upon presentation of Cardoza-DiLallo-Harrington's statement of services rendered plus fifteen percent (15%). Consultant shall submit invoices during the term of this Agreement based on the cost for services performed; provided, however, billings shall be no more often than once a month; and provided further, in no event shall City pay consultant a sum exceeding 25% of the total sum due for services pursuant to this Agreement in any one month; and provided further, City shall pay the last 20% of the total sum due pursuant to this Agreement within forty-five (45) days after completion of the services provided that all services due pursuant to this Agreement have been satisfactorily performed. City shall make no payment for any extra, further or additional service pursuant to this Agreement unless such extra service and the price therefor is agreed to in writing executed by an official of City authorized to obligate City thereto prior to the time such extra service is rendered. Page 1 of 2 The services to b~ provided under this Agreement may be halted or postponed at any point in time at the sole and exclusive discretion of City. In this event, City shall compensate the Consultant for all outstanding costs incurred to date of written notice thereof and terminate this Agreement. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to date. Page 2 of 2 EXHIBIT C GENERAL PROVISIONS 1. INDEPENDENT CONTRACTOR. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. 2. LICENSES; PERMITS; ETC. Consultant represents and warrants to City that he has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice his profession. Consultant represents and warrants to City that Consultant shall, at his sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Consultant to practice his profession. 3. TIME. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of Consultant's obligations pursuant to this Agreement. Time is the essence of this Agreement. 4. INSURANCE. (a) Public Liability And Property Damage. The Consultant shall take out and maintain in the name of the Consultant and the City during the life of the Agreement, such public liability insurance as shall protect himself, the City, its officials, officers, directors, employees and agents from claims which may arise from operations under the Agreement, whether such operations be by himself, by subcontractors, or by anyone directly or indirectly employed by either of them. This liability insurance shall include, but shall not be limited to, protection against claims arising from bodily and personal injury and damage to property resulting from the Consultant's, City's or subcontractor's operations, use of owned or nonowned automobiles, products, and completed operations. The amounts of insurance shall not be less than the following: Single limit coverage applying to bodily and personal injury liability and property damage: $1,000,000.00 or a lesser amount deemed sufficient by the City Manager. The following endorsements must be attached to the policy: (1) If the insurance policy covers on an "accident" basis, it must be changed to "occurrence". (2) ] (3) The policy must cover personal injury as well as bodily injury. The policy must cover complete contractual liability. Exclusions of contractual liability as to bodily injuries, personal injuries and property damage must be eliminated from the basic policy endorsements. {4) Broad from property damage liability must be provided. Deductible shall not exceed $500 without special approval of the City. Page 1 of 3 The City must be named as an additional named insured under the coverage afforded with respect to the work being performed under the Agreement. (6) An endorsement shall be provided which states the coverage is primary insurance and that no other insurance effected by the City will be called upon to contribute to a loss under this coverage. (7) The insurance policy shall contain a standard form of cross-liability. (8) The insurance policy shall provide for an unconditional notice of cancellation. Should the policy or policies be cancelled before the expiration date thereof, the issuing company will mail 30 days written notice to the City. b) Worker's Compensation. During the term of this Agreement, Consultant shall fully comply with the terms of the law of California concerning worker's compensation. Said compliance shall include, but not be limited to, maintaining in full force and effect one or more policies of insurance insuring against any liability Consultant may have for worker's compensation. (c) Professional Liability. Consultant shall carry professional liability insurance in an amount deemed by the City to adequately protect the Consultant against liability caused by negligent acts, errors or omissions on the part of the Consultant in the course of performance of the services specified in this Agreement. (d) Certificate of Insurance. Consultant shall take out and keep policies of public liability, property damage, worker's compensation and professional liability insurance in full force and effect during the term of this Agreement and shall submit to City a policy, certificate or certificates of insurance evidencing such coverage prior to commencement of work. 5. CONSULTANT NO AGENT. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 6. ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect. 7. PERSONNEL. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the removal of any such persons, Consultant shall immediately upon receiving notice from City of such desire of City cause the removal of such person or persons. 8. STANDARD OF PERFORMANCE. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices his profession. Ail instruments of service of whatsoever nature which Consultant delivers to City pursuant to this Agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Consultant's profession. Page 2 of 3 9. HOLD HARMLESS AND RESPONSIBILITY OF CONSULTANTS. Consultant shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to him, to any subcontractor, to the City, to City employees, or to parties designated in any Special Provisions, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes predicated on active or passive negligence of the Consultant or of any subcontractor. Consultant shall indemnify and hold harmless the City, its officers, officials, directors, employees and agents from and against any or all loss, liability, expense, claim, costs (including costs of defense), suits, and damages of every kind, nature and description directly or indirectly arising from the performance of the work. Approval of the insurance contracts does not relieve the Consultant or subcontractors from liability under this Hold Harmless and Responsibility of Consultants clause. 10. GOVERNMENTAL REGULATIONS. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 11. INTEREST OF CONSULTANT. In accepting this Agreement, Consultant covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Consultant further covenants that, in the performance of this Agreement, no subcontractor or person having such an interest shall be employed. Consultant certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of City. 12. OWNERSHIP OF WORK PRODUCT. If requested in writing by the City, all documents prepared by Consultant shall become the property of the City upon completion of the project or termination of this Agreement. The Consultant may retain a copy of all material produced by Consultant pursuant to this Agreement for use in its general business activities. Should the City desire to use the work completed under this Agreement for purposes other than those intended under this Agreement, the City will notify Consultant in writing prior to any other reuse of said documents. Page 3 of 3