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HomeMy WebLinkAboutPW Master Services Agreement; Task Order No. 73 Sun Valley ParkCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED DECEMBER 17, 2019 WITH GATES + ASSOCIATES TASK ORDER NO. 73 Landscape Architectural Discipline Project title: Sun Valley Park Contract Amount: $63,655 THIS TASK ORDER is entered into on I-IAZ--i _?o , 202PAbetween the City of San Rafael, a municipal corporation ("City"), and David L. Gates & Associates, Inc., a corporation authorized to do business in California, ("Consultant"). RECITALS A. The City and Consultant have entered into a Master Consultant Services Agreement ("Agreement") dated December 17, 2019 under which Consultant has agreed to perform certain professional consulting services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Consultant to perform certain tasks as set forth in this Task Order, which constitute the Project; NOW, THEREFORE, City and Consultant agree as follows: AGREEMENT 1. Scope of services. Consultant shall provide any and all of the services set forth in Exhibit A of this Task Order, dated February 24, 2022, as directed by the City. Chuck Gardella shall be the Project Manager for Consultant for this Task Order. Additional professional services may be performed by other Consultant staff with prior notice and approval by City. a. City's duties. The City will: (1) Determine the scope of services, as set forth in Exhibit A. (2) Make available the project plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate JC Agcaoili as the person at the City responsible for monitoring performance under this Task Order. b. Consultant duties. The Consultant will: (1) Provide and perform tasks identified in Exhibit A, Scope of Services. (2) Provide miscellaneous consulting and other services related to the Project and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Rev. May 2021 City of San Rafael Master Consultant Services Agreement Task Order Task Order budget. 2. Date of completion: Work hours estimate: Cost estimate and budget; pee schedule. With regard to each project given to Consultant that is subject to this Task Order, the time of completion, work hours estimate, cost estimate and budget and fee schedule are set forth in Exhibit A to this Task Order. Authorization to proceed; The City will give Consultant authorization to proceed with the work specified in this Task Order only after Consultant submits updated insurance certificates and endorsements, in accordance with Section 10 of the Agreement. 4. Master Agreement terms: Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Consultant in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. 4. Amendment of Task Order: Conflicts. Except as provided in Section 1(b)(2) above, this Task Order may not be modified except by an Amended Task Order executed and approved in the same manner as the Task Order. 5. Sip -natures. The parties have executed this Task Order, as of the date first written above. 2 Rev. May 2021 City of San Rafael Master Consultant Services Agreement Task Order CITY OF SAN RAFAEL CONSULTANT c By: By: 1i Sc utz, City M a r Casey Case Name: Contents approved: Title: Managing Partner By: 9X qzaA4;f1 Bill iguerin, Public Works Director (if Consultant is a corporation, add signature of second corporate officer) Reviewed By By:L BY _ Robert F. Epstein, Ci Attorney Ada Gates Name: Partner Title: Exhibits: A Scope of work dated February 24, 2022, time of completion, work hours estimate, cost estimate and budget, and fee schedule (Consultant's current hourly rate) 3 Rev. May 2021 Exhibit A GATESLANDSCAPE ARCHITECTURE LAND PLANNING URBAN DESIGN +ASSOCIATES February 24, 2022 April Miller City of San Rafael Assistant Public Works Director/ City Engineer 111 Morphew Street San Rafael, CA 94901 415.485.3409 April.Miller@cityofsanrafael.org Dear April Thank you for the opportunity to submit the following proposal for landscape architectural services for Sun Valley Park, San Rafael Please call me with any questions you have. If the attached workscope is acceptable, please sign a copy of this letter and return to us for our files. Sincerely, Chuck Gardella Principal I Gates + Associates 1653 N. MAIN STREET STE 365 1 WALNUT CREEK, CALIFORNIA 94596 1 r 925.734.8175 1 WWW. DGATES.COM Sun Valley Playground, San Rafael February 24, 2022 Page 2 SCOPE OF SERVICES This agreement is made as of February 24, 2022 by and between Gates + Associates, (GATES) [California License No. 6032], a California corporation, and the City of San Rafael (Client). As provided in this Agreement, GATES will provide landscape architectural services for the following project (the "Project"): Sun Valley Park Playground and Accessibility improvements as shown on the conceptual plans prepared in August, 2021. BASIC SERVICES A. Schematic Design 1. Orientation meeting with City to revisit project parameters; including workscope, budget, schedule, jurisdictional agency requirements, preliminary design objectives, stakeholders, outreach plan and outreach schedule. 2. Prepare conceptual landscape plan and playground options based on current work to date and City comments. 3. Present the preferred Concept Landscape playground package to the local community in a virtual setting. In this meeting seek input on play theme, elements and general layout which maintain the projected budget. 4. Prepare online survey for community input to run simultaneously with Community meeting for those who cannot attend. City to host link to survey. 5. Prepare Final Conceptual Playground Plan and cost estimate based on Community and City feedback. 6. Present final playground layout at 1 Park and Recreation Commission meeting PRODUCTS: Conceptual Landscape Playground package (electronic) Final Landscape plan MEETINGS: Client 2 Community Meeting 1 Public Meeting Presentation 1 B. Design Development 1. Based on City comments, prepare Design Development drawings including: a. Refined layout of hardscape and softscape b. Preliminary details for site elements (Playground structures, playground surfacing, ramp, handrails, flatwork) C. Finalize selection of site furniture and materials GATES +ASSOCIATES Sun Valley Playground, San Rafael February 24, 2022 Page 3 2. Coordinate with Project Team on demolition, construction access, path of travel, grading and site drainage 3. Prepare CSI Specifications in accordance with City format (materials identification). 4. Prepare DD cost estimate 5. Participate in Value Engineering meeting. PRODUCTS: Design Development Set (electronic) MEETINGS: City Meetings 2 C. Construction Documents 1. Work with the Client and Project Team to review schedule, construction costs and refinements of design documents to be shown in the construction documents. 2. Preparation of construction documents including: a. Layout plans for landscaped and hardscaped areas b. Planting plans and details C. Irrigation plans, details and water budget calcs d. Landscape construction items (which might include such items as fences, site furniture, landscape walls, playground structures, playground surfacing, ramps and handrails) 3. Coordination with Civil Engineer regarding site grading, utility conflicts 4. Specifications using the standard C.S.I. format. 5. Provide electronic plans for coordination, pricing, City Submittal at 75%, 100% and Bid. 6. Day-to-day coordination with City and Design team as required. 7. Prepare detailed Cost Estimate based upon bid items 8. Coordinate Measurement and Payment sections with Bid form and Cost Estimate. 9. Prepare written response to comments on revisions to the Construction Documents based on two sets of consolidated comments provided by the City. PRODUCTS: Plans and Specifications 75%, 100% and Bid (electronic) MEETINGS: City Staff 3 D. Assistance During Bid Process 1. Preparation of addenda and document clarifications GATES +ASSOCIATES Sun Valley Playground, San Rafael February 24, 2022 Page 4 2. Prepare conform Construction Document Package PRODUCTS: Bid Addenda Conform Construction Plans and Specifications E. Construction Administration 1. Review of submittals shop drawings and respond to RFIs. 2. Preparation of clarifications drawings, coordination with Contractor and Project Team. 3. A representative of GATES shall visit the site to ascertain if the landscape work is generally proceeding in conformance with the drawings and specifications. On the basis of such on-site observations, as landscape architect, GATES shall keep the Owner informed of the progress and quality of the work. Additional construction observation requested by the Client shall be billed as additional services. MEETINGS: Site Visits 2 Final Punch Walk 1 II. ADDITIONAL CONDITIONS A. Meetings 1. Attendance at the aforementioned meetings is included in the scope of work. This proposal assumes that each meeting is a maximum of four (4) hours. 2. Additional meetings are not in the scope of this proposal and would be billed at the hourly rates described in Item IV, B. Client shall provide all existing information necessary for the completion basic services as described in this letter of agreement. C. The work described in Item I shall be performed as one set of Construction Documents. Splitting the project into more than one phase of construction or more than one project may require an increase in the fee shown in Item IV. D. Opinions of Probable Construction Cost prepared by GATES are approximate only and do not take into account future market conditions or contractor's bidding methods. GATES has no control over costs of labor, materials or equipment and GATES estimates cannot be guaranteed. E. GATES is not responsible for means, methods, sequences, techniques and procedures of construction or for safety precautions associated with construction. GATES +ASSOCIATES Sun Valley Playground, San Rafael February 24, 2022 Page 5 F. GATES will endeavor to coordinate the surface grading and drainage work with the work of the project Civil Engineer as part of this contract. Grading plans, area drains with rim elevations, underground piping, invert elevations and connections to the storm sewer system are to be shown by the project Civil Engineer and are not a part of this contract. G. Regarding Geo Technical Soils Services, GATES will rely on soils reports and geo-technical information provided by client. Geotechnical services are not part of this contract. H. Regarding Agency and City Submittals, GATES will provide electronic copies of plans to City for submittal. III. COMPENSATION FOR SERVICES A. The fee for the services indicated in Item I of this proposal shall be. A. Schematic Design B. Design Development C. Construction Documents D. Bidding Assistance E. Construction Administration TOTAL B. For billing procedures, see Appendix A. Gates Under Separate contract $10,300 $39,615 $2,360 $10,880 $63,155 + $500 reimbursables - GATES +ASSOCIATES Sun Valley Playground, San Rafael February 24, 2022 Page 6 C. Limit of Work Diagram I J BASKS4;LL COURT 5 L •.. lip, � ................ r.......i ... ACCESSORY •• 4 S.12 PLAY AREA PLAY I. S PLAT ^FA 1 S '••�j fVWf'�`+EHr� IV. ADDITIONAL SERVICES OEu ung restroo MM, A. Any extra services, including additional work or meetings, requested by the Client in addition to those indicated in this proposal shall be billed at the hourly rate listed below in addition to the fee indicated in Item III above. Hourly Fees for Services of: Rate Per Hour: ©E.is ,ng stairway $200.00-$230.00 Principal ©E.Itung ramp $200.00 Associate Principal OE.,t ,ng tree to remain - $185.00 Senior Associate ©Emapng paving - $165.00 Job Captain O. Evlsling lawn 8 rrlg.t,on to runaln - $145.00 Irrigation Designer OOrought tolerant evergrcon plantirg and law flow Irrlgauon - $190.00 Marketing Coordinator O2 -S 8 S -II aced N, playground with Administrative/Drafter $90.00 revllc�t aw lacing QEutting lawn and irngatlon to remain, Patch and repair as rco.IreJ vg Fountain 11diQ,0, 16 sl�u AspTala paving conform 111111�Cancrate rT r sidewalk Aag.a AIa.A.tVun CM +� J11W l perimeter playground lento �aFlaygr�yl.y entry plata -' (BA__W. _P - 'O aril rut ramp -- � �At[ea�Sl. par'ung MM, A. Any extra services, including additional work or meetings, requested by the Client in addition to those indicated in this proposal shall be billed at the hourly rate listed below in addition to the fee indicated in Item III above. Hourly Fees for Services of: Rate Per Hour: Partner $200.00-$230.00 Principal $185.00 - $200.00 Associate Principal $165.00 - $185.00 Senior Associate $145.00 - $165.00 Job Captain $135.00 - $145.00 Irrigation Designer $180.00 - $190.00 Marketing Coordinator $95.00-$145.00 Administrative/Drafter $90.00 - $135.00 Note: The hourly rates shown may be revised as described in Appendix A, but would not affect the amount of compensation shown in Item III. GATES .ASSOCIATES Sun Valley Playground, San Rafael February 24, 2022 Page 7 B. Additional services shall include but are not limited to the following: 1. Revisions to the design following commencement of the Construction Documents Phase. 2. Additional meetings to those described above. 3. Preparation of front end (boilerplate) non-technical specifications. 4. Horticultural consulting and soils analysis. 5. Prepare a Preliminary Opinion of Probable Cost broken down into major categories. Accepted by: Date: April Miller City of San Rafael GATES +ASSOCIATES h rTH ik t 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: Ashley Dohrmann for JC Extension: 3352 Contractor Name: Gates + Associates Contractor's Contact: Chuck Gardella Contact's Email: chuck@dgates.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City 3/12/2022 City Attorney Attorney c/o Laraine.Gittens@cityofsanrafael.org NAD 2 a. Review, revise, and comment on draft agreement 3/14/2022 ® LG and return to Project Manager 3/14/2022 ® LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Approval of final agreement form to send to 3/17/2022 ❑x BG 3 Department Director Project Manager contractor 4 Forward three (3) originals of final agreement to 3/17/2022 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement E N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 3/24/2022 AD Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed r, agreement ZZ Review and approve insurance in PINS, and bonds 8 City Attorney (for Public Works Contracts) % 9 City Manager/ Mayor Agreement executed by City Council authorized �- �� _fir✓ official 10 City Clerk Attest signatures, retains original agreement and a 0 �V/w �� forwards copies to Project Manager