HomeMy WebLinkAbout04/18/2000, C5 - CONTRACT FOR CONSULTANT'S SERVICES TO DESIGN THE DAMON-GARCIA SPORTS FIELDS counat Mo4i8-00
j acjcnaa Report '
CITY OF SAN LU I S O B I S P O
FROM: Paul LeSage, Director of Parks and Recreation
SUBJECT: CONTRACT FOR CONSULTANT'S SERVICES TO DESIGN THE
DAMON-GARCIA SPORTS FIELDS
CAO RECOMMENDATION
Approve a contract with the Firma Design Group in the amount of$181,340 for Phase I of the
design of the Damon-Garcia Sports Fields and authorize the Mayor to execute the contract.
DISCUSSION
The Design Team
On November 16, 1999, the City Council approved issuing a request for proposals (RFP) for the
Damon-Garcia Sports Fields Design (Specification No. 99826). Four proposals were received.
After a review of proposals, interviews with the four prospective design teams, and a check of
references, staff is recommending the Firma Team to complete the project.
The City's approach to this project sought out a multi-faceted design team to complete the work
that is noted in the RFP. By adding Sasaki Associates as a prime subcontractor, Firma has put
together the team that can best achieve this goal. As is noted in the RFP, David Foote, a
landscape architect, will be principal on this project. While a qualified biological consulting firm
has been retained as part of the team, the principal will take direct responsibility for securing the
regulatory agency permits that are so critical to this process. The team also showed an ability to
complete the other key aspects of the project such as: public presentation, biological delineation,
mitigation and environmental enhancement programs, engineering, reclaimed water usage, and
preliminary site designs.
This design team has combined local design experience with a national reputation for
successfully completing sports field projects. Sasaki Associates is an interdisciplinary design
firm that specializes in park and sport field projects.
With over 20 years of experience, Sasaki has demonstrated an ability to design sports fields that
stand the test of time.
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Council Agenda Report—Damon-Garcia Sports Fields Design Services Contract
Page 2
Phase I Design Costs
The project contract includes costs that reflect an updated scope of work including the
preliminary design of Prado Road and the tasks that will be required to obtain the federal and
state permits necessary to possibly realign Orcutt Creek.
Preliminary design of the northern alignment of Prado Road is included as a part of Phase I, as
Prado Road forms the northern boundary of the sports fields site. Since it might be 20 feet above
the grade of the field site, its design will affect the layout of the sports fields and must be
considered up front. It is also possible that this section of Prado Road will be constructed at the
same time as the fields. The preliminary design includes a bridge over Acacia Creek and a
crossing from the sports fields to the neighborhood park and school site located north of Prado
Road. These design costs are a part of the project contract.
The work required to obtain the permits to relocate Orcutt Creek is more significant than first
anticipated. The Corps of Engineers now requires an alternatives analysis of all the options to
move the creek and design the fields. This could be as many as four. The City will be required
to demonstrate that we do not have a viable 4-field project without realigning Orcutt Creek.
Only then will the Corps consider a plan to mitigate the realignment. In addition to Corps'
approval, two other federal agencies, the National Marine Fisheries Service and the U.S. Fish and
Wildlife Service, must approve the project. State approval is required from the Department of
Fish and Game and the Regional Water Quality Board.
Other Service Providers
In addition to Firma and Sasaki, the team includes Cannon Associates and Thoma Electric to
provide technical designs for public improvements, including Prado Road, utilities, earthwork,
drainage, and lighting. Foothill Associates will provide the necessary biological sciences
consulting services.
CONCURRENCES
Staff members from the Public Works Department's Divisions of Engineering and Park
Maintenance were present for the consultant interviews and are in concurrence with the
recommendation. A representative from the Youth Sports Association also participated, and he
concurs with the recommendation (George Mead, who works at Cal Poly and has had
considerable experience with their athletic field project, now underway). A sub-committee of
Parks and Recreation Commissioners participated in the interviews. The results of the selection
process were reported to the Commission at their April 5, 2000, meeting. While no formal action
was taken, the members of the Commission commented favorably on, and supported the
selection of, the Firma Design Team. The Commissioners also indicated they will take an active
role in the community design forums that are a part of the design process.
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Council Agenda Report—Damon-Garcia Sports Fields Design Services Contract
Page 3
FISCAL IMPACT
Funding for this request is included in the project budget. No additional funding is needed at this
time. Due to the amount of this contract, the combined Phase I and Phase H design costs are sure
to exceed the original estimate of$200,000. The primary reason for the Phase I overage is the
design costs associated with Prado Road. The road will drive the Phase II design costs higher
also. Without any Prado Road costs, the original design costs proposed for Phases I and H were
in the $260,000 range which is somewhat near the original estimate.
ATTACHMENTS
1. Agreement (with exhibits)
a. A summary of the Consultant's proposal is incorporated as a part of this agreement. The
entire proposal is available for review in the Council reading file.
b. The full request for proposals is also incorporated as a part of this agreement. Copies
were distributed to the Council as part of the November 22 staff report. An additional
copy is available for review in the Council Reading File.
2. List of design teams who proposed on this project.
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AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this 18d day of April,by
and between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter referred to as City,and FIRMA
hereinafter referred to as Consultant.
WITNESSETH:
WHEREAS, on November 22, 1999, the City requested proposals for comprehensive preliminary design
services for a multi-field sports complex,per Specification No.99826;
WHEREAS,pursuant to said request,Consultant submitted a proposal,which was accepted by City for said
Phase I Preliminary Design, to include community information gathering, environmental mitigation, environmental
permitting,evaluation,mitigation,and enhancement plan development,and preliminary site design;
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained,the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered,as
first written above,until acceptance or completion of said services.
2. INCORPORATION BY REFERENCE. City Specification No. 99826 and Consultant's
proposal dated April 3,2000,are hereby incorporated in and made a part of this Agreement
3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement,Consultant will
be reimbursed for hours worked at the hourly rates specified in Consultant's proposal. The specified hourly rates
shall include direct salary costs,employee benefits,overhead,and fee. In addition,Consultant will be reimbursed for
direct costs,other than salary and vehicle costs,that are identified in the cost proposal. This contract will not exceed
$181,340.
4. CONSULTANT'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Consultant agrees with City to provide services as
described in Exhibit A attached hereto and incorporated into this Agreement
5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the City Administrative Officer.
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6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of
any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties
hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid,by registered or certified mail,addressed as follows: __
City Pamela King
City of San Luis Obispo
Public Works Department
955 Morro Street
San Luis Obispo,CA 93401
Consultant FIRMA
David Foote,ASLA
849 Monterey Street,Suite 205
San Luis Obispo,CA 93401
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day and year
first above written.
CITY OF SAN LUIS OBISPO,A Mmicipal Corporation
By:
Allen Settle,Mayor
APPROVED AS TO FORM: CONSULTANT
*v 1
By:
Irrgen nC' Vey David Foote dba firma
c: NVALrACMEENENTPHAMI
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DAMON-GARCIA S, RTS COMPLEX
Work Tasks: Schedule, Deliverables & Fee
firma
April 3, 2000
Task Fee Responsibility Time Frame
Phase 1 Preliminary Plan
1 . Project Administration 2,145 firma
2. Meetings
.Team 6,100 Team
-City Staff 5,500 firma/Sasaki
-Public Presentations 5 11,800 firma/Sasaki
.Public Hearings 3 or 4 1,420 firma
3. Site Analysis & Constraints Total hem 3: 6 weeks
-Site Topo Survey/BoundarySurvey/Boundary Survey 14,150 Cannon 3 weeks
.Sensitive Species Assessment 3,075 Foothill 3 weeks
-Wetland Delineation 3,300 Foothill 3 weeks
.Downstream Biological Assessment 5,500 Foothill firma
-infrastructure & utilities 1,000 Cannon 4 weeks
-Prado Road Earthwork Analysis 2.950 Cannon 4 weeks
-Prado Road Alignment Options 28,000 Gannon/firma
En ineerin
-Hydraulic Calculations&Flood Zone 6,000 Cannon 4 weeks
Mapping
-Soil Fertility Testing 250 firma 1 week
•Agency Coordination 3,400 firma/Foothill 5 weeks
4. Conceptual Plan' & Program 6,000 Sasaki/firma Total hem 4: 4 weeks
Report
S. Preliminary Design Total hem 5: 6 weeks
-Site Plan(includes preliminary lighting 14,400 Sasaki/firma 4 weeks
layout)
-Supporting Graphics 3,550 finna/RMO 4 weeks
-Preliminary Grading&Drainage 7,000 Sasaki/Cannon 2 weeks
-Summary Report to Council 2,700 firma 1 week
-Environmental Enhancement/ 4,200 firma/Foothill 4 weeks
Mit' ation Plan
6. CEOA Document Total hem 6: 4 weeks
-initial Study 2,550 firma 3 weeks
•Environmental Impart Repore 37,800 firma 1 week
7. Permits from Federal & State firma/Foothill Total hem 73- 14 weeks
Agencies (404, 401, 1601, 4,200
Section 7
S. Opinion of Probable Cost 4,350 Team 2 weeks -
9. Geotechnical Report (Soils — (City)
Report)
Subtotal: $ 181.340 Total hems 1-9: 22 weeks
Payment Schedule
The consultant shall submit progress payment requests to the City monthly based on
time expended and expenses incurred. The amount billed will not cumulatively exceed
the lump sum fees shown for each work task shown above.
'For the purpose of workshop presentation, agency consultation,etc.
z Traffic Analysis with one access scenario only,cultural resources, noise, air quality,visuaVglare, biology, alternatives.
9 Permit process runs concurrent with hems 3-6 and is estimated to run 14 weeks.
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EXHIBIT A
WORKSHEET FOR BID/RFP OPENING
All BID submittals must contain the following:
1) Bid Bond or Cashier's Check - 10t
If cashier's check is enclosed, take to Finance Department immediately after
bid opening to deposit.
(make xerox copy to put in contract file; check must not be left in subject file) .
2) Contractor's License Number and Expiration Date
------------------------------------------------------------------------------------------
THE FOLLOWING BIDS/RFP'S WERE RECEIVED IN THE CITY CLERK'S OFFICE FOR:
DAMON-GARCIA SPORTS FIELDS - DESIGN CONSULTANT SERVICES - PHASE 1 & 2
AND ARE BEING OPENED IN THE ORDER RECEIVED ON Thursday February 3, 2000
AT 3:00 PM IN THE 955
ENGINEER'S ESTIMATE: $200.000
(including/excluding contingencies)
SPECIFICATION/FILE NO. : 99826 Page 1
II Name & Address I Bid Amount I License I Bond/CC I Other II
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ATTACHMENT 2