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HomeMy WebLinkAbout07 CENTENNIAL PARK 11-04-02AGENDA REPORT NO. 7 11-04-02 TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER PATRICK SANCHEZ, DIRECTOR, PARKS AND RECREATION SERVICES APPROVAL OF CONSULTANT SERVICES AGREEMENT FOR ARCHITECTURAL DESIGN SERVICES AND CONSTRUCTION DOCUMENTS FOR THE CENTENNIAL PARK RESTROOM, PICNIC SHELTER AND TOT LOT RENOVATION PROJECT SUMMARY: Approval of a Consultant Services Agreement between the City of Tustin and Purkiss Rose-RSI Landscape Architecture, Recreation and Park Planning to provide the City with architectural design, construction documents and plans and specifications for the improvements to the Centennial Park Restroom, Picnic Shelter and Tot Lot. RECOMMENDATION: Authorize the Mayor and City Clerk to execute a Consultant Services Agreement with the firm of Purkiss Rose-RSI for the Centennial Park Renovation in an amount not to exceed $47,500. FISCAL: The 2002-2003 FY Capital Improvement Program includes the development of plans, specifications and construction documents for the Centennial Park Restroom, Picnic Shelter and Tot Lot Renovation. The total appropriation for the project is $640,000. The Consultant Services Agreement of $47,500 is 7.4% of the total project cost. These funds have been allocated and are identified in the Park Development Fund for the preparation of plans and specifications. BACKGROUND: The Tustin City Council adopted the Parks Seven-Year Capital Improvement Plan for 2002/03 FY, which included the renovation of the restroom at Centennial Park. Three firms responded to the City's Request for Proposal for Architectural and Construction Drawings. The firm of Purkiss Rose-RSI, of Fullerton, California, was selected based upon the firm's strong background in recreation and park planning, extensive local experience in working with municipal agencies and the submittal of the lowest cost of all those who submitted proposals. The negotiated fee for the agreement is fair and reasonable. Respectfully submitted, Director, Parks and Recreation Services Attachment: Consultant Services Agreement CONSULTANT SERVICES AGREEMENT THIS AGREEMENT FOR CONSULTANT SERVICES, is made and entered into this~ day of ,20__, by and between the CITY OF TUSTIN, a municipal corporation, hereinafter referred to as "City", and Purkiss Rose-RSl a California corporation, hereinafter referred to as "Consultant". RECITALS WHEREAS, City requires the services of a consultant to furnish the necessary landscape architectural design services for the Centennial Park Renovation , hereinafter referred to as "Project"; and WHEREAS, Consultant has submitted to City a proposal dated a copy of which is attached hereto, marked as Exhibit "A" and is by this reference incorporated into this Agreement; and WHEREAS, Consultant is qualified to provide the necessary services for the Project and desires to provide said services; and WHEREAS, City desires to retain the services of Consultant for said Project. NOW, THEREFORE, for the consideration and upon the terms and conditions hereinafter set forth, the parties agree as follows: AGREEMENT Section 1: Scope of Consultant's Services. Consultant shall perform all work necessary to complete in a manner satisfactory to City, the services set forth in Exhibit "A". Section 2: Order of Precedence. In the event of a conflict between or among any of the documents comprising this Agreement, the following order to precedence shall govern the provision in question: 1. This Agreement 2. Consultant's Proposal (Exhibit"A") Section 3: Time for Completion. The time for completion of the work to be performed by Consultant is an essential condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this Agreement according to reasonable schedules established by the City for various items described and as outlined within Consultant's proposal. Consultant shall not be accountable for delays in the progress of its work caused by any condition _]_ beyond its control and without the fault or negligence of Consultant. Delays shall not entitle Consultant to any additional compensation regardless of the party responsible for the delay. Section 4: Compensation. A. The compensation to be paid under this Agreement shall be as set forth in Exhibit "A", not to exceed a total cost of $ 41,590.00 Bo Co D, E, Consultant shall submit detailed invoices, based upon the actual work performed accompanied by backup documentation as requested by the City. Progress payments for work completed shall be paid by City as the work progresses, within thirty (30) days of the date of Consultant's invoice. Consultant shall provide City with a monthly itemization of all work performed, and the fees accrued thereon, in complete and sufficient detail to fully apprise City thereof. Optional services: Any or all reproduction and delivery of surveys and reports not previously identified in Professional Fees of the Cost Proposal (Exhibit A) will be p aid a t cost. A ny additional work requested and authorized by t he City o f Tustin shall utilize the hourly fee schedule identified in Exhibit A. Section 5: Independent Contractor. Consultant's relationship to City in the performance of this Agreement is that of an independent contractor. Consultant's personnel performing services under this Agreement shall at all times be under Consultant's exclusive direction and control and shall be employees of Consultant and not employees of City. Consultant shall pay all wages, salaries and other amounts due its employees in connection with this Agreement and shall be responsible for all reports and obligations respecting them, such as social security, income tax withholding, unemployment compensation, workers' compensation and similar matters. Section 6: Indemnification. The Consultant shall indemnify and hold harmless the City, its officers and employees from any and against all actions and suits, proceedings, demands, losses, costs and expenses including reasonable legal costs and attorneys' fees for injury to or death of a person or persons, for damage to property, including property owned by the City, to the extent caused by the negligent acts, errors or omissions committed by the Consultant, its officers, employees and subconsultants under this Agreement, except for such loss as may be caused by the City's own negligence or that of its officers or employees. -2- Section 7' Insurance. A. Consultant shall maintain in full force and effect during the term of this Agreement policies of comprehensive general liability, personal injury and automobile liability insurance with limits of at least $1,000,000 combined single limit coverage per occurrence. B. Consultant shall maintain in full force and effect during the term of this Agreement a policy of professional liability insurance coverage with limits of at least $1,000,000 combined single limit coverage per claim or per occurrence. If Consultant provides claims made professional liability insurance, Consultant shall also agree in writing either (1) to purchase tail insurance in the amount required by this Agreement or to cover claims made within three (3) years of the completion of Consultant's service under this Agreement, or (2) to maintain professional liability insurance coverage with the same carrier in the amount required by this Agreement for at least three (3) years after completion of Consultant's services under this Agreement. Consultant shall also provide evidence to the City of the purchase of the required tail insurance or continuation of the professional liability policy by executing the attached Letter Agreement on Consultant's letterhead. C. Consultant shall carry and pay for such compensation insurance as is necessary to fully protect Consultant and its employees under California Worker's Compensation Insurance and Safety Laws, and shall relieve the City from all responsibility under said laws in connection with the performance of this Agreement. D, All insurance required pursuant to this Section shall be issued by a company admitted in the State of California and rated A, VII or better by the latest edition of Best's Key Rating Guide. E, Upon execution of this Agreement, Consultant shall provide to City certificates of insurance on the City's form evidencing the required insurance. If self-insured for worker's compensation, Consultant shall submit to City a copy of its certification of self-insurance issued by the Department of Industrial Relations. Section 8: Termination of Agreement. Ao Upon termination of this Agreement, Consultant shall be paid for services rendered by the effective date of the termination. B, Upon termination of this Agreement or completion of the Project, all documents relating to the Project shall become the sole property of City. Should City terminate this Agreement pursuant to subparagraph D of this Section, Consultant shall, within ten (10)b usiness days of receipt of notice of termination, provide City with all documents within Consultant's possession relating to this Agreement -3- and the Project, including but not limited to all completed documents and all drafts of uncompleted documents. C!' Ownership of Documents. The City acknowledges that the documents are instruments of the Consultant's professional services. The City agrees to indemnify and hold harmless the Consultant, its officers, employees and subconsultants, from and against any claims, costs, losses and damages as a result the City's misuse or re-use of such documents. D. Termination Prior to Expiration of Term. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days written notice to Consultant, except that where termination is due to the fault of the Consultant a nd constitutes a n immediate d anger t o health, safety a nd general welfare, the period of notice shall be such shorter time as may be appropriate. Upon receipt of the notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Consultant shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter. Consultant may terminate this Agreement, with or without cause, upon thirty (30) days written notice to City. Section 9: Notices Any notice allowed or required to be given shall be effective upon personal delivery thereof, or upon depositing thereof in the United States Postal Service, certified mail, return receipt requested, postage prepaid, addressed as follows: To City: City of Tustin Attn.: Director of Parks and Recreation Services 300 Centennial Way Tustin, CA 92780 To Consultant: Purkiss Rose-RSl Steve Lanq, Principal 801 Harbor Blvd., Ste., 201 Fullerton, CA 92832 Section 10: Miscellaneous Provisions. A, Consultant shall proceed immediately and diligently to perform the services provided for in this Agreement upon receipt of notice from City to proCeed therewith. B. No part of this Agreement may be assigned by Consultant without the prior written approval of City. -4- Co D, Eo This Agreement shall extend to and be binding upon and inure to the benefit of heirs, executors, administrators, successors and assigns of the respective parties hereto. Consultant shall perform all services required under this Agreement using that degree o f c are and s kill ordinarily exercised under similar conditions i n similar localities, and shall be responsible for all errors and omissions for services performed by Consultant under the terms of this Agreement. Consultant certifies that there shall be no discrimination against any employee who is employed in the work covered by this Agreement, or against any application for such employment, because of race, religion, color, sex or national origin including but not limited to, the following: employment, upgrading, demotion or transfer, recruitment, or recruitment advertising, lay-off or termination, rate of pay or other forms of compensation, and selection for training, including apprenticeship. -5- IN WITNESS WHEREOF, t his Agreement w as executed b y t he parties o n t he day and year first above written. "CITY" CITY OF TUSTIN By Jeffery M. Thomas, Mayor ATTEST: Pamela Stoker, City Clerk APPROVED AS TO FORM: Lois E. Jeffrey, -6- EXHIBIT "A" SCOPE OF SERVICES PHASE I - Conceptual Plans for the Restroom/Activity Building, Picnic Structure, and Renovated Tot Play Area. 1. Review suggested project scope and program intent with Tustin staffand others as directed. Obtain plans of site from staff. 2. Review physical conditions of the site and any drawings of existing improvements. 3. Meet with neighbors to review project scope and gain input from them on tot play area desires and concerns. (1 meeting) . Prepare schematic floor plan and building elevations for the Restroom/Activity Building and concept layout for adjacent picnic structure and renovated tot play area. Concept plans will be in black & white bond print format. (2 concepts) 5. Prepare an opinion of probable costs for the conceptual plan improvements. 6. Review schematic concept plans and opinion of probable costs with Tustin staff. (1 meeting) . Further refine concept plan into preliminary development plan. Color plan and elevations of building and shade structure for presentation to staff and others as directed. A colors and samples material board for the building improvements will be submitted for the City's review and approval. (1 meeting) DELIVERABLES Three copies of concept plans black & white bond copies. Three copies of opinion of probable costs. Three copies of preliminary development plan. Three copies of final opinion of probable costs. One colored copy of building floor plan and elevations on foamcore board. One colors and samples board. PHASE II - Construction Documents o Based on approved preliminary development plan, prepare construction plans and specifications in sufficient detail for competitive bids. Plans shall include a demolition plan, layout plan, architectural plans, planting, and irrigation modification plans as necessary to accommodate the new building and shade structure, construction details and associated opinion of probable costs. Structural calculations will be supplied for the building and shade structure. (2 meetings, 1 ~ 50%, 1 ~ 90% completion) , . Submit plans and technical specifications for review and approval and correct as necessary. The City will be responsible for incorporating the boilerplate and Division I City standards into the bid document package. (1 meeting) Assist the City in filing the required documents for approval of' governing agencies having jurisdiction of' the project for building permits. (Actual filing by City.) DELIVERABLES Two Sets of Construction Plans ~ 50% review. Four Sets of Construction Plans and Technical Specifications for plan check. Two sets of wet signed structural calculations. Four copies of Final Opinion of Probable Costs. Four Sets of Final Construction Plans and Specifications for second plan check if required. One Copy of Vellum Originals of Construction Drawings for bid reproduction. One Copy of Technical Specifications for bid reproduction. PHASE IV - Construction Support Services Purkiss Rose-RSl can provide construction support services as necessary on an hourly basis. Services include: review of submittals; assistance with requests for clarification, quotation requests, and change orders; preliminary and final walk-throughs generating a punch list for the Contractor to complete. EXCLUSIONS - Services Not Included in Scope Surveying Services Topographic Plan* Geotechnical Investigation Report* Site Lighting Improvements Utility Plans (assuming all services exist at current restroom building) Reproduction and delivery beyond the deliverables described in the Scope Three dimensional renderings Government processing and/or permit fees Environmental review "As-Built" drawings *Will be required to prepare accurate construction plans. PROJECT TEAM General direction and overall team coordination is provided by the Project Coordinator, who will establish work schedules, maintain work quality, coordinate disciplines, and make public presentations. The combined expertise and staff talents of our firm would provide general back-up, with the team augmented as necessary with special consultants. For this project, STEVEN N. LANG, registered Landscape Architect, will act as Project Coordinator and will participate in conceptual design and presentations. OSCAR JOHNSON and BLAKE WARNER Associates and Landscape Designers, will participate in the project design and provide general back-up in plan production. CRANE ARCHITECTURAL GROUP will provide the architectural design services required for the Restroom/Activity Building and Shade Structure. PROFESSIONAL FEES The fee has been computed on the basis of the time required to design the improvements and prepare budget estimates as discussed with you at our site visit and described in our scope of services. PHASE I - Conceptual Design .................................... $13,190.00 PHASE H- Construction Documents ................................ $28,400.00 Total ...................................... $41,590.00 Purkiss-Rose-RSI's fees include all costs for transportation, telephone, and faxes. Reproduction and delivery beyond the deliverables described .in the Scope will be billed at cost to the City and are not included in the above fee. Base information plans will be provided by the City. PHASE IV - Construction Support (hourly as needed) (These hourly rates will remain in effect through June 2003.) Purkiss-Rose-RSI Landscape Architects - Hourly Fee Schedule for Additional Services Principal ................................................... $125.00/hour Project Manager ............................................. $ 95.00/hour Project Captain .............................................. $ 80.00/hour Draftsperson ................................................ $ 65.00/hour Clerical and Word Processing Staff ............................... $ 40.00/hour Crane Architectural Group - Hourly Fee Schedule Principal ................................................... $110.00/hour Staff Architect ............................................... $ 90.00/hour Project Designer ............................................. $ Project Manager ............................................. $ CADD Draftsman ............................................ $ Draftsman .................................................. $ Clerical .................................................... $ Mileage Rate ................................................ $ 70.O0/hour 45.00/hour 35. O0/hour 32.00/hour 30.O0/hour O0.40/mi.