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PW Master Services Agreement; Task Order No. 31 Sun Valley Park Conceptual DesignCity of San Rafael MASTER CONSULTANT SERVICES AGREEMENT DATED DECEMBER 17, 2019 WITH GATES + ASSOCIATES TASK ORDER NO. 31 Landscape Architectural Discipline Sun Valley Park Conceptual Design THIS TASK ORDER is entered into on 20a!�etween the City of San Rafael, a municipal corporation ("City"), and Gates + Associates ("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 perforin 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 I . Scope of services. Consultant shall provide any and all of the services set forth in Attachment A of this Task Order, dated February 16, 2021, as directed by the City. Casey Case 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 Attachment 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 Hunter Young 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 Attachment 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 Task Order budget. Rev. May 2013 City of San Rafael rtlaster Consultant Services Agreement Task Order 2. Date of completion: Work hours estimate: Cost estimate and budget: Fee schedule. The work hours estimate, cost estimate and budget and fee schedule are set forth in the attachments to this Task Order, as follows: Date of completion: Attachment A Work hours estimate: Attachment A Cost estimate and budget: Attachment A Fee schedule (Consultant's current hourly rate): Attachment A 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 Attachment A to this Task Order. 3. 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. 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. Signatures. The parties have executed this Task Order, as of the date first written above. CITY OF SAN FAFAEL By: J m Sc utz, City an ger Contents approved: 2 Rev. Jan 2019 CONSULY- NT By: Name: Casey Case Title: President City of San Rafael Hasler Consultant Services Agreement Task Order By: Bill Guerin, Public Works Director Reviewed By By: 6 1... RobertF. Epstein, Ciitj Attorney (if Consultant is a corporation, add signature of second corporate officer) By: . W Name: Vda Gates Title: Vice President Attachments: A Scope of work, time of completion, work hours estimate, cost estimate and budget, and Consultant's fee schedule 3 Rev. Jan 2019 EXHIBIT A GATES +ASSOCIATES LANDSCAPE ARCHITECTURE LAND PLANNING URBAN DESIGN February 16, 2021 Hunter Young, P.E. I City of San Rafael Assistant Public Works Director/City Engineer Dir: 415.485.3408 hunter.young@cityofsanrafael.org Dear Hunter Young, Thank you for the opportunity to submit the following proposal for landscape architectural services for Sun Valley Park in San Rafael. Please call me with any questions you have. Sincerely, 1 (Ca y Case anaging Partner I Gates + Associates 2671 Crow Canyon Road San Ramon, California 94583 T 925.736.8176 www.dgates.com Sun Valley Park, San Rafael February 16, 2021 Page 2 SCOPE OF SERVICES This agreement is made as of February 16, 2021 by and between Gates + Associates, (GATES) [California License No. 6032], a California corporation, and 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 Improvements • A Per Capita grant was received of approximately 178k for: o ADA improvements at Entries and Play Area o Playground Replacement • The City is aware this will not cover the project cost entirely and therefore needs a study that demonstrates what the ultimate potential cost may be for budgeting purposes. • The City would like emphasis on accessibility with the play structure as well as community feedback on preferences for the play elements. BASIC SERVICES A. Schematic Design 1. Site visit to assess existing conditions including cursory review of accessibility of park entrances and access points to play area. 2. Provide summary of findings for accessibility with potential improvements and associated order of magnitude costs. Present findings to City Staff for preferred alternative selection. 3. Based on accessibility study and preferred alternative for improvements, develop a Concept Landscape Plan for playground renovation. Prepare up to 3 options with various play elements, programming uses and themes. 4. Present Concept Landscape Plans and Cost Estimates to City for review. Revise and update based on feedback. 5. Present the preferred Concept Landscape Plan and to the local community in a virtual setting. In this meeting seek input on play theme, elements and general layout. 6. Prepare online survey for community input to run simultaneously with community meeting for those who cannot attend. City to host link to survey. 7. Prepare Park Conceptual Landscape Plan and cost estimate based on feedback. PRODUCTS: Conceptual Landscape Plan (electronic) MEETINGS: City Staff 3 Community Meeting 1 II. ADDITIONAL CONDITIONS GATES ASSOCIATES I Sun Valley Park, San Rafael February 16, 2021 Page 3 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. III. COMPENSATION FOR SERVICES A. The fee for the services indicated in Item I of this proposal shall be: A. Schematic Design $16,000 TOTAL $16,000 + reimbursables B. For billing procedures, see Appendix A. GATES F +ASSOCIATES Sun Valley Park, San Rafael February 16, 2021 Page 4 IV. ADDITIONAL SERVICES 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 $190.00-$220.00 Principal $160.00 - $190.00 Associate Principal $140.00 - $160.00 Senior Associate $130.00 - $140.00 Job Captain $120.00 - $130.00 Sr. Irrigation Designer $145.00 - $165.00 Irrigation Design Technician $95.00-$110.00 Sr. Visual Communications Designer $130.00 - $150.00 Marketing Coordinator $95.00-$140.00 Administrative/Drafter $90.00 - $120.00 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. B. Additional services shall include but are not limited to the following: 1. Additional meetings to those described above. 2. Preparation of front end (boilerplate) non-technical specifications. 3. Horticultural consulting and soils analysis. 4. Prepare a Preliminary Opinion of Probable Cost broken down into major categories. Accepted by: Date: Hunter Young, City of San Rafael GATES +ASSOCIATES hp,XA RAP 1, i 2 � yo (`QTY WITH P�`y 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: Iman Kayani for HY Extension: 3352 Contractor Name: Gates + Associates Contractor's Contact: Casey Case Contact's Email: casey@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 2/23/2021 Attorney c/o Laraine.Gittens@cityofsanrafael.org ©IKK 2 City Attorney a. Review, revise, and comment on draft agreement 2/25/2021 ❑x LG and return to Project Manager 2/25/2021 Z LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to 2/25/2021 ❑x BG contractor 4 Project Manager Forward three (3) originals of final agreement to 2/25/2021 N IKK contractor for their signature 5 Project Manager When necessary, contractor -signed agreement N N/A agendized for City Council approval * *City Council approval required for Professional Services ❑X IKK 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 3/2/2021 IKK Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed City Attorney agreement�d- 8 Review and approve insurance in PINS, and bonds (for Public Works Contracts) Agreement executed by City Council authorized `7 9 City Manager/ Mayor Z� City Clerk official Attest signatures, retains original agreement and 10 forwards copies to Project Manager OB