HomeMy WebLinkAboutCC 6 C.T. PHASE 2 IMPROV 1-2-90-'
DATE: DECEMBER 19, 1989
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: COMMUNITY SERVICES DEPARTMENT
CONSENT CALENDAR NO. 6
1-2-90
Inter - Com
SUBJECT: AMENDED AGREEMENT WITH RECREATION SYSTEMS, INC. FOR
COLUMBUS TUSTIN PHASE 2A IMPROVEMENTS
RECOMMENDATION
1. Approve agreement with Recreation Systems, Inc. for Columbus
Tustin Phase 2A improvements as recommended by the Community
Services staff.
2. Authorize staff to pay GPS, the civil Engineering firm, by
separate purchase order.
BACKGROUND
In March, 1982, the City entered into an agreement with Recreation
Systems, Inc. to provide the necessary architectural and
landscaping planning services for the design and development of
Columbus Tustin Park. The original scope of work provided two
phases. The first phase included the development of the Master
Plan for the park, and phase two included the working drawings and
the construction management for the project.
The Master Plan was developed with a citizens task force that
worked with the staff and the consultant. The plan was approved
by the City Council as part of the Recreation Element of the City's
General Plan in 1983. This plan designated that Columbus Tustin
remain a sports facility and that the cultural facilities mentioned
in the report be provided elsewhere in the city. The development
of the park was placed on hold, dependent upon the availability of
the McCalla property.
When the McCalla property became available in 1987, the City
Council adopted the Master Plan as a separate document in October.
Council directed staff reconvene the Columbus Tustin Task Force to
rework the site plan. The Task Force met on November 30, 1987, and
made the following recommendations to the City Council:
1. To include the solution of the acoustical and portable
staging problems at the Clifton C. Miller Community
Center in the City Hall renovation.
2. To complete the second stage of Columbus Tustin Park in
two phases:
Page 2
Agreement with Recreation Systems, Inc.
a. The first phase includes the parking lot expansion
and perimeter landscaping with drainage plans being
addressed prior to the development.
b. The second phase is the gymnasium located as shown
on the new site plan, dated November 30, 1987.
3. At such time when working drawings are done on Phase 2B
(the gymnasium) , the Task Force will be reinstated and
consulted as part of design review.
The Phase 2A improvements funded in the 1989/90 Capital Improvement
budget include: The parking lot expansion from 93 spaces to 171
spaces; a traffic study for the intersection of Prospect and
Beneta; perimeter landscaping; and the installation of a storm
drain, as recommeded by the storm drain study completed in 1988.
Staff recommends that the City Council approve the amendment to the
Agreement. The Agreement requires the use of a Civil Engineer.
All work will be coordinated by Recreation Systems, Inc.; however,
the civil engineering firm has requested that they be paid by a
separate purchase order. The City Attorney has been consulted
regarding this and has approved the process.
The scope of work includes: plans, specifications and bid documents
for construction; various studies such as hydrology reports, soils
reports and other engineering reports required; and all project
coordination and meetings necessary with the City, Utilities and
the School District to complete the project.
The attached agreement has been reviewed and approved by the City
Attorney. The cost estimate for services with "not to exceed" is
as follows:
Recreation Systems:
Design, working drawings and bid documents $26,000.
Coordination with civil engineering firm $ 41500.
Total $30,500.
GPS:
Civil engineering costs
Total Project Cost
$544848
$85,348
With Council approval the project can begin working drawings. The
Page 3
Agreement with Recreation Systems, Inc.
project should be ready to bid by Summer, 1990.
Susan M. Jone Royleen A. White, Director
Recreation Superintendent Community & Administrative Services
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Attachments
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A G R E E M E N T
This AGREEMENT, made and entered into in the CITY OF
TUSTIN, County of Orange, State of California, as of
this day of , 1989 by and between the
CITY OF TUSTIN, a Municipal Corporation of the State of
California, hereinafter called "CITY", and RECREATION
SYSTEMS, INCORPORATED, a California Corporation,
hereinafter called "RECREATION PLANNER."
W I T N E S S E T H
WHEREAS, CITY desires to employ a park planning firm to
furnish the necessary engineering and landscape
architectural services for the design and development of
SITE IMPROVEMENTS AT COLUMBUS TUSTIN PARK PHASE II in the
CITY OF TUSTIN, which shall hereinafter be referred to as
the PROJECT;
WHEREAS, RECREATION PLANNER has previously completed the
Program Development phase of the planning process and
assisted the City in the design of Columbus Tustin Park
Phase I.
WHEREAS, RECREATION PLANNER has indicated its willingness
to furnish said additional engineering and landscape
architectural services to the CITY;
NOW, THEREFORE, CITY agrees to employ and does hereby
employ RECREATION PLANNER to provide technical services for
the PROJECT, and CITY and RECREATION PLANNER, for the
consideration hereinafter set forth, agree as follows:
I
DEFINITIONS
1. CITY COUNCIL shall mean the City Council of the CITY OF
TUSTIN, a Municipal Corporation.
2. CITY shall mean the CITY OF TUSTIN, a Municipal
Corporation.
3. RECREATION PLANNER shall mean_ RECREATION SYSTEMS,
INCORPORATED and its consultants.
4. PROJECT
shall
mean the design
and development of
COLUMBUS
TUSTIN
PARK PHASE II,
located on Prospect
Avenue
between
Irvine Boulevard
and Beneta Way in the
City of Tustin.
5. PRELIMINARY 'ONSTRUCTION PLANS SND OUTLINE
SPECIFICATIONS shall mean that portion of the final
construction documents that determines actual scope of
work, design of elements and selection of materials in
sufficient detail to accurately describe intent.
6. FINAL CONSTRUCTION PLANS AND SPECIFICATIONS shall mean
complete working drawings and specifications that
together define precisely the project scope and all
work to be completed. These documents shall be of
sufficient detail and extent to obtain competitive
construction bids.
II
SCOPE OF RECREATION PLANNER'S SERVICES
1. RECREATION PLANNER agrees to prepare and furnish to
CITY, following receipt of written authority to
proceed, complete plans, specifications, bidding
documents, and construction observation services for
the PROJECT. These services shall include, but are not
limited to the scope of services outlined in Exhibits A
& B, proposals from Recreation Systems, Inc. and from
GPS Consulting Civil Engineers respectively.
III
SCOPE OF CITY'S SERVICES
1. CITY agrees to furnish to RECREATION PLANNER, or at
CITY'S discretion, shall reimburse RECREATION PLANNER
for the actual costs plus 50 of providing the following
information to assist it in rendering the services set
forth in ARTICLE II of this AGREEMENT:
Reproduce and provide all final documents, including
plans and specifications for bidding purposes.
IV
TIME FOR COMPLETION
It is hereby understood and mutually agreed that the time
for completion of the work to be performed by the
RECREATION PLANNER is an essential condition of this
AGREEMENT. The RECREATION PLANNER agrees that it shall
prosecute regularly and diligently the work of this
AGREEMENT according to reasonable schedules established by
submission. RECREATION PLANNER shall noL be accountable
for delays in the progress of its work caused by any
condition beyond its control and without the fault or
negligence of the RECREATION PLANNER.
V
COMPENSATION
1. The compensation to be paid under this AGREEMENT shall
be in accordance with the Professional Fee Sections of
Exhibits A & B as attached.
VI
MISCELLANEOUS PROVISIONS
1. CITY and RECREATION PLANNER further agree to the
following conditions:
A. CITY, by notifying RECREATION PLANNER in writing,
shall have the right to terminate any or all of
the services and work covered by this AGREEMENT at
any time. In the event of such termination,
RECREATION PLANNER agrees to submit its final
written statement of the amount of its services
outstanding as of the date of such termination.
B. RECREATION PLANNER agrees that it shall proceed
immediately and diligently to perform the services
provided for in this AGREEMENT upon receipt of
notice from CITY to proceed therewith.
C. The terms and provisions of this AGREEMENT shall
extend to and be binding upon and insure the
benefit of the heirs, executors, administrators,
successors and assigns of the respective parties
hereto.
D. RECREATION PLANNER shall perform the services
hereunder as an independent contractor and under
no circumstances or conditions shall any agent,
servant, or employee of RECREATION PLANNER be
considered as an employee of CITY.
E. RECREATION PLANNER shall perform all services
required under this AGREEMENT in a careful,
diligent and professional manner and shall be
responsible for all errors and omissions for
services performed by it under the terms of this
AGREEMENT.
F. RECREATION PLANNER shall carry and pay for such
compensation insurance as is necessary to fully
protect RECREATION PLANNER and its employees under
Californi Worker's Compensatio. Insurance and
Safety Laws, to relieve CITY from all
responsibility under said laws in connection with
the performance of this AGREEMENT, and upon the
execution of this AGREEMENT to file with CITY a
certificate certifying to said protection.
G. RECREATION PLANNER certifies that there shall be
no discrimination against any employee who is
employed in the work covered by this AGREEMENT or
against any applicant for such employment because
of race, religion, color, sex, or national origin,
and such non-discrimination shall include, but not
be limited to, the following: employment,
upgrading, demotion or transfer, recruitment or
recruitment advertising, layoff or termination,
rates of pay or other forms of compensation and
selection for training, including apprenticeship.
H. Extra services that may be required to complete
the PROJECT and not covered under this AGREEMENT,
may be provided by RECREATION PLANNER upon written
request of CITY. Increased or decreased scope of
work shall be negotiated, in accordance with
Exhibit "A" attached hereto and made a part
hereof.
I. In addition to the personnel of RECREATION
SYSTEMS, INC., mentioned in the proposal submitted
by RECREATION PLANNER, RECREATION PLANNER
represents that it has working relationships and
affiliated with it the following experts and
consultants, all as outlined in the proposal
submitted on this PROJECT, namely
SCALITER IRRIGATION, IRRIGATION DESIGNERS
GPS, CONSULTING CIVIL ENGINEERS
and plans to use them in completing this PROJECT.
IN WITNESS WHEREOF, the CITY OF TUSTIN, a Municipal
Corporation, has caused this AGREEMENT to be executed in
duplicate by its Mayor and attested by its City Clerk under
authority of a motion adopted by the Council of the CITY OF
TUSTIN on the day of , 1989 and
RECREATION PLANNER have caused this AGREEMENT to be
executed.
CITY OF TUSTIN, a Municipal Corporation
By:
RECR�ION SYSTEMS, CORPORATED
By: 1�,�� in
ATTEST:
By:
SEAL
APPROVED S RM
By:
EXHIBIT "A"
RECREATION SYSTEMS, INC.
Landscape Architecture, Recreation and Environmental Planning
October 19, 1989
Ms. Royleen A. White, Director
Community and Administrative Services
City of Tustin
300 Centennial Way
Tustin, California 92680
SUBJECT: PROPOSAL FOR PROFESSIONAL SERVICES,
COLUMBUS TUSTIN PARK PHASE II.
Dear Royleen:
RSI is pleased to submit this proposal for the
preparation of construction drawings for Phase II of
Columbus Tustin Park. This proposal reflects our
interpretation of required work. It is our intent to
produce a final work product that meets the objectives
of the City in terms of design quality, vandal
resistance, budget control, coordination with
associated design engineers, and.project schedule.
SCOPE OF SERVICES
Work will include, but is not limited to the
following:
1. Review suggested project scope and intent with
City of Tustin staff and others, as directed.
2. Review physical limitations and opportunities of
the existing site, including configuration,
external influences, potential site drainage
problems, access and relationships with the
adjacent areas.
3. Meet with engineers who are designing the storm
drain system and grading plans to review scope and
coordination strategy.
4. Prepare preliminary plans to finalize actual scope
of improvements based on City's approved concept
plan. .
1 ^;?n r,lnrih Jr,ff(,rr,nn, ")I ii(r K Annhcim, Cnlifornin VA07 71 X1/032 -3F50 L.A. # 1649
Ms. Royleen White
October 19, 1989
Page 2.
5. Prepare final plans, specifications and bidding
documents in sufficient detail t,o obtain
competitive bids. Plans to incorporate City of
Tustin standards and meet all Federal,.State and .
local requirements, as necessary. Coordinate
construction document package to include storm
drain and grading plans by others. Consultant
shall provide five (5) sets of required check
prints and reading copies of specifications for
checking and processing.
6. Submit for final checking and correct plans, as
necessary.
7. Present final cost estimate for review and
approval.
8. Assist City in the bidding process.
Construction Observation
1. Review and approve all shop drawings.
2. Provide site visitations, as necessary, for the
length of the normal construction contract, and
prepare reports on observations made during these
visits with recommendations for correction of
deficiencies.
3. Assist in determining and processing change
orders.
4. Participate in the preparation of a final
construction punch list for Contractor's
corrections.
Ms. Royleen White
October 19, 1989
Page 3.
PROFESSIONAL FEE
The fee has been computed on the basis of two levels
of service - RSI's design of Phase II site
improvements as proposed (excluding the design•of the
storm drain and grading improvements by others), plus
coordination of the entire project. A breakdown of
the fee is as follows:
A. RSI Design of Site Improvements at an estimated
construction value of $350,000.
Lump Sum Fee: $26,000.00
Should the scope of improvements change and affect the
construction budget, the design fee would be
commensurately adjusted to reflect the increase or
decrease in design scope according to the attached
Sliding Percentage Fee Schedule.
B. Coordination of entire project including
incorporating outside storm drain and grading,
design into the construction document package for
bidding.
Lump Sum Fee: $4,500.00
BSI's fees include- all costs for transportation,
telephone, interim submissions, five (5) sets of
review specifications and check prints. The City
shall provide or assume all costs for reproduction of
final plans and specifications for bidding purposes.
The City shall also provide boundary, topographic,
utility and soils information as required for proper
execution of the work.
Thank you for the opportunity to submit this
proposal. If you have further questions, please call.
cer ,
RONALD F. PAIGE
President
RFP/gms:7P
SLIDING PERCENTAGE FEE SCHEDULE
Compensation under the following Slidincj Percentage Fee
Schedule shall be computed based on the. approved
construction estimate, including approved••alternativos.
Should the median of all valid bids including alternatives
be less than the final approved' construction estimate
including alternatives, the total compensation shall be,
reduced proportionately.
Construction Cost - CONSTRUCTION DOCUMENT PREPARATION
& OBSERVATION SERVICES FEES
$0 - $30,000 .....................12$
$30,000 - $60,0000 ...............10%
$60,000 - $100,000 ...............8%
$100,000 - $200,000 ..............$8,000 + 7 1/2%,of••. •.:
amount over $100,000
$200,000 - $500,000 ..............$15,500 + 7%.of•
amount over $200,000
$500,000 - 1 Million.............$36,500 + 6 1/2% of
amount over $500,000
1 Million - 2 Million.66.46......$69,000 + 6% of
amount over $1 Million
2 Million - 5 Million ............ $129,000 + 5 1/2% of
amount over $2 Million*
5 Million - 10 Million.6064664...$294,000 + 5% of
amount ovdr $5 Million
For purposes of separating plan stages, or•tor interim
billing control., the-- preliminary construction — •plans and
outline specifications shall be considered 40% of the fee;
final construction plans, specifications and bld•documer)ts•
shall be an additional 4,0% to a total of 80%; and
construction observation services shall be the balance of.
20% to the total of 100%.
10/89 --
EXHIBIT "B"
COLUMBUS TUSTIN PARK
CITY OF TUSTIN
GPS SCOPE OF SERVICES
CPS will provide Professional Engineering, Design Geotechnical and
Survey Services for the preparation of Construction Plans,
Specifications and Engineer's Estimate for subject project.
GPS will provide Construction Geotechnical and Survey Services as
contained herein.
1. Orientation and Research
A. Meet with the City's Staff prior to beginning work to
discuss the design concept, scope, objectives, and other
pertinent details of the project.
Meet with City Staff three additional times during the
course of the project (it is anticipated that these
meetings will be for discussion of preliminary, final and
revised final plans) . The number of meetings may be
decreased at the City's option or increased at the
Consultant's option with adjustment to the fee. All
meetings will be at City offices.
13. Research and collect any additional information
pertaining to the project.
2. Field Design Survey
Provide the following field survey:
A. Horizontal Control Line to establish location of existing
and proposed improvements.
B. Topography within the existing improved portion of the
parking lot and within the contiguous public streets to
the proposed improvements.
C. Cross sections at 25 foot intervals for the following:
1. For those portions of Beneta Way and Prospect Avenue
that are contiguous to the proposed parking lot.
2. Cross sections of the existing parking lot
improvements.
D. Original field notes will be delivered to the City upon
completion of designed project.
3. Aerial Survey
An Aerial Topographic Map at a scale of 1" = 20' will be
furnished for the proposed improvement.
The aerial map shall have boundaries of Lucero Way on the
north, Prospect Avenue on the west, Irvine Blvd on the south
and Livingston Avenue on the east.
Contours for the map shall be at one(1) foot intervals.
4. Utility Research
A. Research existing utilities within project area.
B. Plot utilities in plan view on the construction drawings.
C. Recommend utilities to be potholed. Provide survey to
record depth and location.
D. Upon approval of first plan check, provide two copies of
construction drawings for each utility company along with
a Preliminary Notice . of Construction as prepared by
the City. The mail -out td the utility companies'shall be
via certified mail.
E. Log of utility workings recording responses to the
Preliminary Notices.
F. Meet with utility companies to coordinate for relocation
and/or grade adjustments required by the proposed
construction.
5. Constructions Plans
Plans shall be prepared in accordance with the City's format,
designs standards and criteria.
The design elements shall consist of the following:
1. Precise Grading Plan o,f the proposed parking' lot
delineating Curb, Curb and Gutter, Sidewalk, and Paving.
2. Horizontal control plan for all on-site improvements.
3. Signing and Striping Plan.
4. Plan and Profile of a proposed storm drain draining the
parking lot to an existing storm drain in Irvine Blvd.
2
6. Hydrology and Hydraulics
A hydrology map, hydrology study and report will be prepared
using the current edition of the Orange County Hydrology
Manual.
Hydraulics will be prepared utilizing the "State of the Art"
computer software in accordance with current hydraulic
standards of the Orange County Flood Control District.
7. Soils Report
The soils exploratory work will consist of drilling two
borings, equally spaced to an approximate depth of fifteen
feet.
The Soils Report will include data and recommendations for the
following:
A. Trench excavations
B. Temporary trench stability
C. Shoring recommendations
D. Bedding
E. Trench backfill
F. R -Value
G. Parking Lot pavement recommendation:
a. A.C. Pavement over aggregate base
b. "Thick lift" A.C. pavement on native material
H. Compaction requirements
I. Shrinkage Factor
J. Subsidence and Stripping Loss
Three copies of the Soils Report along with a site plan
showing boring locations will be submitted to the City at the
time of Preliminary P,S and E submittal.
The following Soils Engineering services will be provided
during construction:
A. Observation by a qualified soils engineer or technician of
earthwork trench excavation, subgrade preparation and
trench backf i 11.
B. Compaction testing of backfill materials for storm drain,
structures, and pavement subgrade.
GPS will provide full coordination with geotechnical
consultant.
3
S. Coordination
GPS will coordinate our design activities with the City,
Recreation - systems Inc., School District, Utility Companies
and our subconsultants.
9. Specifications and Estimates
These items will be prepared in accordance with the City's
criteria. Specification preparation will be the Special
Provisions and Bid Proposal only. "Specials" will be based on
the "Green Book".
10. Right of Way
It is anticipated that acquisition of an easement for storm
drain purposes will be required from the school district. GPS
will prepare a right of way drawing and legal description for
the easement. The City will furnish the Title Report(s).
11. City Submittals
Preliminary and Final Plans and supporting data submittals
shall be provided.
12. Additional Submittals
A. Preliminary and Final Plans, and other items as required
by the School District.
B. Submit Preliminary Plans via certified mail to utility
companies for verification of their facilities and
comment. Provide copies of transmittal letters to the
City.
C. Submit the originals of the following items for the
City's records:
1. Work copy cross sections
2. Hydrology, hydrology map and hydraulic calculations
3. Cost estimate backup material
4. All pertinent design correspondence, including
responses from utilities and affected agencies.
13. Meetings
It is anticipated that GPS will attend the following meetings:
A. Two meetings (maximum) with the School District.
4
B. Three meetings with the City
1. Pre -design
2. After preliminary design review
3. Pre -construction
14. Consultation During Construction
Provide any appropriate technical services which may be
required, including consultation, plan interpretation and plan
revisions, until such time as construction is completed. Such
services will be provided in a timely manner so as to avoid or
minimize construction delays. No additional compensation will
be paid by the City unless the services are required as the
result of changed Gond i tions or situations which. reasonably
could not have been anticipated.
15. Field Construction Survey
Provide field construction surveying as follows:
A. Provide one set of stakes for rough grading purposes.
B. Provide one set of "blue top" stakes for fine grade
purposes.
C. Provide one set of stakes for construction of storm drain.
(1) Stake CenterLines and flowlines.
(2) Stake manholes, catch basins, and junction structures
-- two stakes each.
D. Provide one set of stakes for curb, curb and gutter,
pavement and parking lot lights.
E. Provide one set of stakes for the placement of
miscellaneous facilities.
16. City Responsibilities
This proposal is based on the City assuming the following
responsibilities:
A. Provide all available existing data, information, reports,
records and maps available in city fi1es such as design
plans for adjacent and existing improvements, soil
reports, and surveys which may exist.
- B. Provide all required copies of plans and specifications
for the project bid documents.
5
C. Provide a Project Manager/Contract Administrator and
Construction Inspector.
D. Printing of Final Plans, and specifications for billing
purposes.
E. Provide Title Report(s) for storm drain right of way.
F. Provide all plans from school district.
17. GPS services and/or costs not included in this proposal:
A. Shoring design
B. Permit fees and/or Plan Check Fees
C. Printing of Final Plans and Specifications, for bidding
purposes.
D. Right of way acquisition.
E. Meetings with council, commissions, committees and all
other bodies except City Staff and those stated herein.
C
COLUMBUS TUSTIN PARK
CITY OF TUSTIN
GPS - FEES 11/21/89
0
Fixed Fee
Item
1.
Orientation and Research
868.00
2.
Field Design Survey
41000.00
3.
Aerial Survey
5,200.00
1,234.00
4.
Utility Research
15,900.00
5.
Construction Plans
6.
Hydrology and Hydraulics
1,992.00
7.
Soils Report
A. Soils Investigation Report =
2,600.00
B. Soils Engineering during =
31050.00
Construction
8.
Project Coordination
1,968.00
9.
Specifications and Estimates
2,816.00
10.
Right of Way
1,504.00
11.
and 12. Submittals
A. Printing
500.00
•
R. Handling
424.00
13.
Meetings
820.00
14.
Consultation during Construction
1,312.00
15.
Field Construction Survey
10,660.00
TOTAL FEE _
$54,848.00
0
RATE SCHEDULE
Principal Engineer
Project Engineer
Project Designer
Drafter
Clerical
COLUMBUS TUSTIN PARK
CITY OF TUSTIN
GPS RATE SCHEDULE
7
$82/hr.
$63/hr.
$53/hr.
$42/hr.
$24/hr.