HomeMy WebLinkAboutCC Resolution 14377 (Albert Park Playground Impr)RESOLUTION NO. 14377
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT WITH ABEY ARNOLD ASSOCIATES FOR
DESIGN AND CONSTRUCTION SUPPORT SERVICES ASSOCIATED WITH THE
ALBERT PARK IMPROVEMENTS PROJECT, TO INCREASE THE COMPENSATION IN
THE AMOUNT OF $54,080 FORA TOTAL NOT TO EXCEED AMOUNT OF $92,035.
WHEREAS, the City Council approved the Albert Park Improvements Project
#11299 in the City's 3 -Year Capital Improvement Program (CIP) for Fiscal Year 2016/17
through 2018/19 in June 2016; and
WHEREAS, the cost for design and construction of this project will be $310,000
appropriated from the Measure A (#241), and $300,000 from Parkland Dedication (#240) funds;
and
WHEREAS, City staff determined that landscape architectural design services
from qualified consultants were required for this project to prepare an initial site opportunities
and constraints report, perform public outreach, and prepare preliminary concept designs,
alternatives and estimates for the Albert Park Improvements Project; and
WHEREAS, the City Council authorized the City Manager to execute a
professional services contract with Abey Arnold Associates dated November 7, 2016; and
WHEREAS Abey Arnold Associates has attended several community meetings on
this subject and worked with community members to develop a preferred alternative for the
Albert Park Improvements Project; and
WHEREAS additional design services are needed to develop construction level
plans, specifications and estimates for the Albert Park Improvements Project; and
WHEREAS Abey Arnold Associates is very familiar with the community needs
and with the City's procedures and requirements for developing construction level documents;
and
WHEREAS Abey Arnold Associates has provided a proposal for developing
construction level documents to support the Albert Park Improvements Project; and
WHEREAS, City staff recommends amending the original professional services
agreement to include additional services for the development of construction level
documentation and some construction support services in an amount not to exceed $54,080; and
WHEREAS, staff has reviewed the proposal from Abey Arnold Associates and
found it to be complete and within industry standards.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
San Rafael hereby approves and authorizes the City Manager to execute an amendment to the
Professional Services Agreement between Abey Arnold Associates and the City for additional
services and compensation of $54,080, for a total contract amount not to exceed $92,035, in the
form attached hereto as Exhibit "1" and incorporated herein by reference, subject to final
approval as to form by the City Attorney.
BE IT FURTHER RESOLVED that the Director of Public Works is hereby
authorized to take any and all such actions and make changes as may be necessary to accomplish
the purpose of this resolution.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the
Council of said City on the 171 day of July 2017, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin and Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: McCullough
'e O&C4
ESTHER C. BEIRNE, City Clerk
AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES
WITH ABEY ARNOLD ASSOCIATES, INC.
FOR LANDSCAPE ARCHITECTURAL DESIGN SERVICES
THIS AMENDMENT to Professional Services Agreement is entered into thisae day
of SSG°' _ , 2017 by and between the CITY OF SAN RAFAEL (hereinafter
"CITY"), and ABEY ARNOLD ASSOCIATES, INC., a corporation (hereinafter
"CONTRACTOR").
110
WHEREAS, on November 7, 2016, the CITY and CONTRACTOR entered into a
Professional Services Agreement for design services (the "Agreement") in connection with the
Albert Park Playground Improvements Project, in an amount not to exceed $37,955.00; and
WHEREAS, the CITY now desires CONTRACTOR to provide additional design and
construction support services for the Albert Park Playground Improvements Project;
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
1. Section 2 of the Agreement entitled "DUTIES OF CONTRACTOR" is amended
to include the additional services described as Work Tasks I, II, and III in CONTRACTOR's
proposal dated May 24, 2017, attached to this Amendment as Exhibit "A" and incorporated
herein by reference.
2. Section 4 of the Agreement entitled "COMPENSATION" is amended to include
additional compensation not to exceed $54,080.00 for the services of CONTRACTOR to be
provided pursuant to this Amendment, as specified in Exhibit "A", for a total contract amount
not to exceed $92,035.00.
3. Except as specifically amended herein, all of the provisions, terms and obligations
of the Agreement between the parties shall remain valid and shall be in force after this
Amendment.
IN WITNESS WHEREOF, the parties have executed this Amendment as of the date
first set forth above.
CITY OF SAN RAFAEL ABEY ARNOLD ASSOCIATES, INC.
By:
Jii SC l utz, City a ager Name: -,iv /��
Title:""2,/
ATTEST:
ZZs /z G - (S'uR".e
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN it Atfoihe
Y Y
2
May 24, 2017
Kevin McGowan
Department of Public Works
City of San Rafael
1 1 1 Morphew Street
San Rafael, CA 94901
Dear Kevin:
abey �j arnoId
AS S U 4.: F A T E S
GANVSCAPE ARCHiTE CTS
The following is our scope of work and fee proposal for continuing our
work on the Albert Park Play Area. After completing the Concept Plan
and outreach to the community, we are ready to continue working on
final plans for bidding and installation.
Summary:
The Concept Plan is ready to go to Council for final approval. To get to
this point, we have met with City Staff and the Community B Team to set
the scope and location of the project. Then we introduced the project to
the community and VIP City Staff for input. After receiving input from the
community and City Staff, we finalized the Concept Plan and presented it
to the community for feedback. Overall, the input has been favorable so
we feel confident that we are pointed in the right direction.
City Staff is still receiving ongoing community input on the Concept Plan
that can be incorporated in the final design and construction document
phase as minor adjustments to the Concept Plan. Our fee proposal for
continuing with final plans and construction documents phase is as
follows:
Scope of Work and Fee:
Work Task
Fee
Project Management and Coordination $5,520.00
A. 3 City Staff progress meetings.
B. Incorporate final comments from Concept.
C. Provide schedule and updates.
II. Construction Documents Phase $38,180.00
A. Design Development of Concept.
B. 35% Plans, Specs. and Estimate.
C. 65% Plans, Specs. and Estimate.
D. 95% Plans, Specs. and Estimate.
E. Final Plans and Specifications for bidding.
F. Use City boiler plate for specifications.
G. Provide bid items list.
H. Submit drawings to MMWD for approval.
III. Construction Installation Phase $10,380.00
A. Preconstruction Meeting.
B. Site visits during construction.
C. Review contractor submittals.
D. Respond to contractor RFIs.
E. Change order assistance.
F. Final installation review and punch list.
Items 1 -III will be billed monthly basis. Any work provided in addition to
items above will be billed as extra services at $175.00 per hour for
consultation and meeting time, $120 per hour for design time and
$100.00 per hour for drafting and administration or on an agreed upon
lump sum basis.
This fee proposal anticipates using any remaining fee that is left over from
the Concept Plan phase agreement. This will help keep our additional
construction drawings phase total fee down.
I am attaching our hourly task fee breakdown along with scope and
responsibility items confirmation.
The community is very enthusiastic about this project. We feel that being
the designers of the project, we can further expedite the process for
timely installation. Please let me know if you have any questions or
concerns.
Sincerely,
Phil Abey
San Rafael Albert Park Construction Documents Phase Proposal 2 of 2
Fee Proposal
Client: City of San Rafael
Project: Albert Park Improvements Construction Documents
Date: April 20, 2017
Abey Arnold Associates
CONSTRUCTION DOCUMENTS PHASE:
Principal (AAA)
Work Task
Hrs $175/hr
0.00 Preliminary Design Phase (completed under separate contract)
0.01 Preliminary Plan
O
0.02 Parking lot study
0
0.03 Preliminary Estimate
O
0.04 3 City Staff progress meetings
0
0.05 2 Community outreach meetings
O
0.06 1 VIP City Staff meeting on design
0
0.07 Park and Recreation meeting on design
O
^R Cit•• r'^••^^" maatinn ^^ --,inn (fnrth(-.nminn)
0
0.09 Design Development for Construction Documents
$0.00
1.00 Project Management and Coordination
1.01 3 City Staff progress meetings
1.02 Incorporate final comments on Preliminary Plan
1.03 Provide schedule and project updates
2.00 Construction Documents Phase
2.01 Design Development of Preliminary Plan
2.02 35% Plans, Specs and Estimate
2.03 65% Plans, Specs and Estimate
2.04 95% Plans, Specs and Estimate
2.05 Final Plans and specifications for Bidding
2.06 Use City boiler plate for specifications
2.07 Provide Special Provisions for specifications
2.08 Provide Bid item list
2.09 Drawing submittal to MMWD for approval
Total Hours by Individual
Sub -Totals by Individual
Designer (AAA) Drafting (AAA)
Hrs $120/hr Hrs $100/hr Firm
Sub -
Consultant
Total
$0.00
O
$0.00
$0.00
$0.00
$0.00
$0.00
0
$0.00
$0.00
$0.00
$0.00
$0.00
O
$0.00
$0.00
$0.00
$0.00
$0.00
0
$0.00
$0.00
$0.00
$0.00
$0.00
O
$0.00
$0.00
$0.00
$0.00
$0.00
0
$0.00
$0.00
$0.00
$0.00
$0.00
O
$0.00
$0.00
$0.00
$0.00
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n
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1�n nn
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Use remaining
$1,400.00
amount from Preliminary
Phase for
Construction Documents DD
6 $1,050.00 0 $0.00
4 $700.00 8 $960.00
6 $1,050.00 8 $960.00
$0.00 $0.00 $1,050.00
$800.00 $0.00 $2,460.00
$0.00 $0.00 $2,010.00
Use remaining amount from Preliminary Phase for Construction Documents DD
16
$2,800.00
24
$2,880.00
42
$4,200.00
$0.00
$9,880.00
8
$1,400.00
16
$1,920.00
42
$4,200.00
$0.00
$7,520.00
8
$1,400.00
16
$1,920.00
36
$3,600.00
$0.00
$6,920.00
4
$700.00
8
$960.00
16
$1,600.00
$0.00
$3,260.00
8
$1,400.00
16
$1,920.00
0
$0.00
$0.00
$3,320.00
4
$700.00
4
$480.00
O
$0.00
$0.00
$1,180.00
8
$1,400.00
4
$480.00
0
$0.00
$0.00
$1,880.00
4
$700.00
16
$1,920.00
16
$1,600.00
$0.00
$4,220.00
76
120
160
$13,300.00 $14,400.00 $16,000.00 $0.00
Total for Construction Documents Phase: $43,700.00
Abey Arnold Associates
San Rafael, Albert Park CDs 1of 2
CONSTRUCTION INSTALLATION PHASE:
Principal (AAA) Designer (AAA) Drafting (AAA) Sub -
Work Task Consultant
Hrs $175/hr Hrs $120/hr Hrs $100/hr Firm Total
3.00 Construction Installation Phase
3.01 Preconstruction Meeting
3.02 Site visits during construction
3.03 Review Contractor Submittals
3.04 Respond to Contractor RFIs
3.05 Change order assistance
3.06 Final installation review and punch list
Total Hours by Individual
Sub -Totals by Individual
2
$350.00
0
$0.00
0
10
$1,750.00
O
$0.00
O
2
$350.00
8
$960.00
4
8
$1,400.00
16
$1,920.00
6
4
$700.00
8
$960.00
4
2
$350.00
2
$240.00
O
28
34
$0.00
14
$0.00
0
$0.00
$350.00
$0.00
O
$0.00
$1,750.00
$400.00
0
$0.00
$1,710.00
$600.00
O
$0.00
$3,920.00
$400.00
0
$0.00
$2,060.00
$0.00
0
$0.00
$590.00
$4,900.00 $4,080.00 $1,400.00 $0.00
Total for Construction Installation Phase: $10,380.00
Note:
A. The proposed design scope is based on a $600,000 budget for construction,
B. The total figure includes direct costs and overhead.
C. Printing for construction and bid sets by City. Minor printing of hard copies during design is included.
D. Any additional scope of work fees will be agreed upon with the City prior to executing work.
E. Proposed scope does not including parking lot design.
F. Environmental compliance and permitting not included.
G. Third party CPSI playgroung inspection after installation not included.
H. Construction Inspection by City of San Rafael.
I. Arborist inventory and report by City of San Rafael.
J. Storm Drain point of connection confirmation by City of San Rafael.
Abey Arnold Associates
San Rafael, Albert Park CDs
2of 2
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Public Works
Project Manager: Shawn Graf
Extension: 5347
Contractor Name: Abey Arnold Associates
Contractor's Contact: Phil Abey
Contact's Email: info@abeyarnold.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step RESPONSIBLE
DEPARTMENT
1 Project Manager
2 City Attorney
3 Project Manager
4 Project Manager
PRINT
5 Project Manager
6 City Attorney
7 City Attorney
8 City Manager/ Mayor
9 City Clerk
DESCRIPTION
a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
a. Review, revise, and comment on draft agreement
and return to Project Manager
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
Forward at least two originals of final agreement to
contractor for their signature
When necessary, * contractor -signed agreement
agendized for Council approval
COMPLETED
REVIEWER
DATE
Check/Initial
10/14/2016
❑x SG
7/24/2017
Review and approve insurance in PINS and , andQ/27
❑X KM
7/26/2017
❑x LAG
7/26/2017
Agreement executed by Council authorized official
LAG
7/26/2017 KM
N/A
*PSA > $20,000; or Purchase > $35,000; or ` Or
Public Works Contract > $125,000 /
Date of Council approval
CONTINUE ROUTING PROCESS WITH HARD COPY
Forward signed original agreements to City 8/4/2017
Attorney with printed copy of this routing form
Z SG
NSG
Review and approve hard copy of signed
9 %27%)-7
�lJ�
agreement
Review and approve insurance in PINS and , andQ/27
bonds (for Public Works Contracts)
7
Agreement executed by Council authorized official
Attest signatures, retains original agreement and
forwards copies to Project Manager
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