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HomeMy WebLinkAbout04/02/2002, C3 - AMENDMENT TO AGREEMENT WITH FIRMA FOR DESIGN SERVICES RELATED TO THE DAMON-GARCIA SPORTS COMPLEX (S Council MecagDae April 2,2002 j a enba Repoat "®N. C 3 C I T Y O F S A N L U I S OBISPO FROM: Michael McCluskey,Director of Public Wor Prepared By: Prepared by; Jay D. Walter; City Engine SUBJECT: AMENDMENT TO AGREEMENT WI IRMA FOR DESIGN SERVICES RELATED TO THE DAMON-GARCIA SPORTS COMPLEX (Specification No. 99826) CAO RECOMMENDATION 1. Approve and execute AMENDMENT TO AGREEMENT between the City of San Luis Obispo and FIRMA to support Phase H Design services at a cost not to exceed$220;000. 2. Approve a budget amendment to transfer funds from the project construction account to the project design account. DISCUSSION 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. On April 18, 2000 the City approved an agreement with FIRMA at a cost of $181,340 to complete the Phase I preliminary design of the project. As the project scope was refined and additional items were included in the project, the preliminary design costs increased. As more effort and study was needed to secure necessary permits, the preliminary design costs exceeded the original estimate. City Council action on February 5, 2002 approved funding to cover those additional costs of the preliminary design, making the total expended for Phase I design $237,818. After a long and arduous process the Phase I design work is essentially complete. The Project will now be presented to the City's Architectural Review Commission,the Planning Commission and then to the City Council for approval. A permit from the Army Corps of Engineers is expected to be approved this month, which will authorize the relocation of a small portion of Orcutt Creek. In order to keep the project moving to construction this year, it is necessary to amend the agreement with FIRMA to authorize Phase II design work to be started. The FIRMA- led team of Cannon Associates, APS and Thoma Electric will provide final designs for public improvements, including earthwork, drainage, sports fields, parking, support buildings, landscaping, environmental enhancement and lighting. The decision to amend the agreement with FIRMA is based, in part, on the experience of the current design team with this project and in part on the desire to see this project get to construction in the fall. City staff is satisfied with the performance of FIRMA so far on this difficult project, and believes there is an advantage to retaining them to complete the design. The original RFP did include the possibility of an amendment to perform Phase H design work. C3- l Council Agenda Report—Damon-Garcia Sports Complex Contract Amendment Page 2 CONCURRENCES Parks and Recreation concurs with this recommendation. FISCAL IMPACT As the project moves into the final design phase, funding needs to be allocated for the preparation of construction bid documents. Funding for this work should be transferred from the project construction account to the project design account. The cost of FIRMA's services for final design are not expected to exceed $220,000. As a component of the total project budget, the cost of Phase I and Phase II design services will use approximately 10%of the total, not uncommon for projects of this complexity. ACTIVITY AMOUNT Project Budget—Acquisition and Development $5,261,508 . Property Acquisition <$2,267,801> Phase I Preliminary Design $237,818 Phase II Final Design $220,000 Total Design: <$457,818> Construction Budget Remaining: $2,756,207 TOTAL NEEDED THIS REQUEST: $220,000 ALTERNATIVES 1. The City Council could direct staff to perform the design work, which would cause deferral of other CIP projects. Currently, all Engineering staff are busy working on CIP projects from all City Departments. To complete the Phase II design by October would require several Engineers to drop their current projects and work full time on this project. Besides the impact to other projects, City staff does not have the expertise needed in certain critical areas(landscape and lighting)to complete the work. 2. The City Council could direct staff to prepare an RFP for Design services, which would cause a delay in the start of construction of the sports complex. If a new consultant is sought for the Phase H design work, it will take at minimum three months to issue the RFP, receive and evaluate proposals, select a consultant and negotiate the fee. Then the consultant would have to familiarize themselves with the project work to date before starting the design. This alternative would add considerable time to the schedule for the work needed to complete the construction documents. 3. The City Council could defer further work on the Damon-Garcia Sports Complex. This alternative would be contrary to the Council Goals set for this important community project. ATTACHMENTS 1. Amendment No. 2 to Agreement between City and FIRMA EXHIBIT A: Damon-Garcia Sports Complex Phase II Design Scope of Work and Fee GACurrent Projects\Parks-Landscaping\99826 Damon Garcia Fields\99826 D-G Phase 11 Design CAR.doc C 3-a ATTACHMENT t -COPY- AMENDMENT NO. 2 TO AGREEMENT THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this day of , 2002 by and between the CITY OF SAN LUIS OPISPO, a municipal corporation, hereinafter referred to as City, and FIRMA, hereinafter referred to as Consultant. WITNESSETH: WHEREAS, on April 18, 2000, the City entered into an Agreement with Consultant for services related to the preparation of Phase I Preliminary Design for the Damon-Garcia Sports Complex within San Luis Obispo (Specification No. 99826); and WHEREAS, on February 5, 2002 the City amended said agreement with Consultant to provide for additional work required for the project and Consultant has now completed the services called for by this agreement; and WHEREAS, the City desires to again amend and expand the scope of services covered by the April 2000 agreement to now include design services associated with preparing construction bid documents for the Damon-Garcia Sports Complex to be approved by the City Council. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. The scope of services and related compensation is hereby amended; in the amount of $220,000 as set forth in Exhibit A, attached hereto and incorporated by reference. 2. All other terms and conditions of the April 18, 2000 agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST: CITY OF SAN LUIS OBISPO A Municipal Corporation City Clerk Mayor APPROVED TO FORM: CONSULTANT *Jo David Foote dba FIRMA C3 3 Exhlb►f IN Damon Garcia Sports Fier.-Phase 2 Construction Documents-pro ied Work Scope and Fee LANDSCAPE ARCHITECTURE and PROJECT ADMINISTRATION ®RAFT PROJECT ADMINISTRATION firma will perform all contract management, billing and consultant coordination functions. Project Administration includes all necessary meetings with city staff (no limit) and approximately eight meetings with our consultant team.This task includes plan check review and coordination with each consultant and city staff at the 35%,75% and 95% submittal stages. We will provide progress reports to The Parks and Recreation Dept. and the PWD monthly. PERMIT COMPLIANCE COORDINATION firma will coordinate the integration of all permit conditions and code requirements into the construction documents including the Section 404 permit, the Conditional Use Permit and Mitigation Monitoring Plan, Route 227 encroachment permit, fire access code requirements and accessibility compliance.This task will also include coordination with the Garcia family on temporary ranch access. REPRODUCTION This task includes coordinating and reproducing complete plan and specification submittals and direct reproduction and plotting expenses, delivery service, and postage. SITE PLAN AND SITE DETAILS firma will prepare the Site Plan depicting all surface improvements, finishes, plan and detail cross references and incidental dimensions not covered in the horizontal control plan. Site details will include fences, railings, walkways, paths, signage, special pavings, edgings;tree wells and, drinking fountain and seating.The Site Plan will be prepared using the approved schematic plan in metric scale and will serve as the base plan for other disciplines. All plans and details will be metric scale. IRRIGATION PLAN firma will prepare the irrigation plan designed to operate connected to the City's planned reclaimed water supply system. Because it is our understanding that the delivery pressure may be lower than optimal for a large turf irrigation system, we will investigate the use of an on site booster pump system. This investigation will compare the performance and installation cost differences between using the booster pump and a design that uses the reclaimed water delivery pressure. Based on this comparison we would expect City direction on their preferred approach. The irrigation system will specify purple pipe and equipment designations to meet state law. It is our assumption that there are no special restrictions on the application of this water in proximity to any features on the approved plan. If it is determined that there are areas that the reclaimed water cannot be applied, two systems can be designed. firma will consult and coordinate all equipment and installation details with the PWD parks maintenance staff. The irrigation plan will include design of the system to.supply the wetland mitigation areas as outlined in the mitigation plan prepared by Rincon Consulting. PLANTING PLAN firma will prepare the planting plan for the park perimeter areas and the parking/amval area. The planting plan will be prepared in consultation with PWD parks maintenance staff for the selection of tree and shrub species. The plan will address the need for wind screening and the anticipated requirement to provide perimeter shielding of the field lights. Damon Garcia Sports Fields Phase 2 Construction Documents C 3-� - ExF,t-6 i t A SPORT FIELD SAND DRAINAGE and TURF AGRONOMY firma will research and prepare the specification for the proposed sand drainage system for the turf play areas. It is anticipated that the system will be modeled after the installation at Cal Poly. We will consult with Cal Poly grounds staff on the performance of that system and incorporate modifications that are deemed important and cost effective to improve operation. We will provide Cannon Associates with the sand and pipe trench cross section detail for incorporation into the project drainage plan. We will investigate incorporating organic amendments into the sand medium in consultation with a turf agronomist. The agronomist will consult on turf grass species selection and specification, in coordination with parks maintenance staff. Soil tests will be done for areas that may not receive the sand field application. Soil amendment specifications will be prepared to improve soil characteristics and optimize drainage to the degree feasible based on cost and other considerations. SPECIFICATIONS, BID FORM, CONTRACT DOCUMENTS AND BUDGET firma will coordinate cost and budget directives among the consultant team based on consultation with the City on budget and priorities. It is anticipated that all the improvements desired cannot be funded from the current a park fund allocation.As the design progresses we will provide a cost update at each submittal (35%, 75%and 95%).The plans, specification and bid form will be structured to meet the cost directives provided by the City after City review of the opinion of probable cost. firma will prepare the final contract. document package including all special provision sections and the Bid Form. LANDSCAPE ARCHITECTURE and PROJECT ADMINISTRATION FEES: •Project administration $15,590 •Permit coordination $3,810 • Reproduction $2,250 •Site Plan and site details $12,985 •Irrigation Plan $6,570 •Planting Plan $2,760 •Sand fields, soil testing,turf agronomy $6,370 •Specifications, Bid Form, Contract documents and Opinion of Probable Cost $10,930 Total $61 ,765 ASSUMPTIONS and EXCLUSIONS The above scope assumes that no grading will occur to disturb the cultural resource site and that no archaeological mitigation plan is required. firma will provide bidding clarifications within the basic services fee above. Construction Phase assistance in the form of responses to requests for clarifications on the plans are also included in the fee. The fee assumes the City inspector and PWD project manager will perform all other construction phase tasks. CIVIL AND STRUCTURAL ENGINEERING HORIZONTAL CONTROL PLAN Cannon Associates will prepare one(1) fully dimensioned horizontal control plan related to the boundary of the project. The plan will be based on the preliminary site design provided by the architect and landscape architect. The plan shall include locations of building structures, parking lot, on-site pedestrian paths, extents of grading operations (toes and tops), landscape islands, berms, bridges, drainage facilities, and other relevant site information sufficient for construction. GRADING AND DRAINAGE PLAN Damon Garcia Sports Fields Phase 2 Construction Documents C3 -� , -�, - Exh I b►f A Cannon Associates will prepare one(1) finish grading plan for construction purposes in conformance with the requirements of the Uniform Building Code and the City of San Luis Obispo Grading Ordinance. The grading and drainage will be based on the preliminary designs and flood study recommendations. The plans will include bank grading needed for Acacia Creek, realignment of Orcutt Creek, and detailed grading for entire site: parking lot, play fields, paths, site drainage, building pads, bridge abutments, subgrade embankment for Prado Road. Cannon Associates will also provide the City with drainage calculations for sizing the drain inlets, storm drain pipes and drainage structures. Our plan will also depict the subdrain systems for the sand fields. This proposal is based on FIRMA providing system specific designs and trench details for the sand field drainage. The plans, specifications, and calculations will conform to the requirements of the City Engineering Department. BROAD STREET IMPROVEMENTS Cannon Associates will prepare one(1) set of improvement plans for the widening of Broad Street adjacent to the proposed Damon-Garcia project site in conformance with the requirements of the Uniform Building Code and the City of San Luis Obispo Grading Ordinance. The improvement plans will depict the widening of Broad Street to match the typical street section forwarded to Cannon Associates by Tim Bochum of the City of San Luis Obispo Engineering Department dated February 19, 2002. The plans will include a plan and profile of the proposed improvements, a bus turnout (on Broad Street) approximately adjacent to the proposed parking lot and a design of the temporary access to Garcia Ranch,and drain inlet design to handle the revised Broad Street run-off. Cannon Associates will also provide the City with drainage calculations for sizing the drain inlets, storm drain pipes and drainage structures. This proposal is based on the City of San Luis Obispo confirming the specific cross section required for the Broad Street improvements and providing the approved plans for the Lathrop site. The plans, specifications, and calculations will conform to the requirements of the City Engineering Department. SITE ACCESS ROAD Per the request of the City of San Luis Obispo, Cannon Associates will add the applicable portions of the approved access road plans to the Damon-Garcia Plan set and delineate the limits of necessary construction. It is assumed that the road plans (by Lathrop/RRM) will not need to be revised. ADDITIONAL TOPOGRAPHIC SURVEY — BROAD STREET To prepare the proposed improvements to Broad Street, Cannon Associates will conduct an additional topographic survey along Broad Street including spot grades at a minimum of 8 meter intervals, details of all grade breaks, centerline elevations, existing utilities, edge of existing pavement and all drainage structures. SITE EARTHWORK ANALYSIS An opinion of the volume of earthwork quantities will be provided with the grading plans. The opinion of quantities will be based upon the grading plan and the opinions of shrinkage and other soil characteristics provided by the geotechnical engineer. EROSION CONTROL PLAN Cannon Associates will prepare one(1) erosion control and storm water pollution prevention plan and Notice of Intention in accordance with the requirements of the Regional Water Quality Control Board. This plan will provide methods and controls for wet weather grading activities with the assumption that rough grading activities are complete and no other site improvements have been undertaken. Damon Garcia Sports Fields Phase 2 Construction Documents C3-� Exh+ bft A INFRASTRUCTURE & COMPOSITE UTILITY PLAN Cannon Associates will prepare one(1) composite utility plan designing the water and sewer services for the on-site buildings, and providing an irrigation service connection, meter, and backflow device design from the forthcoming water reuse main that traverses the site. The sewer, domestic water, and fire water lines will be located from a point of connection to points within 5 feet of the proposed buildings. The utility plan will include the layouts for dry utility (electricity, phone, gas and cable television) conduit and structure locations for reference as depicted by the corresponding consultant. An on-site booster pump may be required to enhance the pressure of the water reuse supply for on-site use. The on-site booster pump is addressed in the piping plan section below. STRUCTURAL BUILDING DESIGN Cannon Associates will provide the structural design for the maintenance building, the restroom building and the trash enclosure structure. These are all single story structures with walls and columns using concrete block with wood-framed roof systems. The enclosure has a wood-framed trellis. The buildings will be designed for wind and seismic forces using CMU shear walls and plywood roof diaphragms. The roofs voll have plywood over wood joists and wood beams. The first floor will be designed as concrete slab-on-grade with continuous footings for the masonry wall and column elements. Cannon Associates will prepare drawings and calculations to support our design. The drawings will include plans, material specifications, and details. The design will be prepared in accordance with the minimum requirements per the 1997 Uniform Building Code and the City Building Department The basis for our drawings will be compatible electronic files provided by the architect designing the structures. Our designs will require AutoCAD R14 or later drawings in metric units. BRIDGE Cannon Associates will provide the structural design for the abutments and headwalls for the two pedestrian, pre-manufactured steel bridges. Cannon Associates understand that the "Steadfast Bridge" design used for the"Creekwalk Extension" project is acceptable for this project. The bridges will be corten steel with wood plank walking decks. Cannon Associates will prepare a drawing and calculations to support our design. This drawing will be included with the building drawings noted above. The design will be prepared in accordance with the minimum requirements per the 1997 Uniform Building Code and the City Building Department. The basis for our drawing and design will be bridge spans and widths provided or accepted by FIRMA, and the gravity and seismic bridge abutment loads provided by the bridge manufacture. Cannon Associates will review the bridge manufacturer's submittal for conformance to the 1997 Uniform Building Code requirements for seismic and gravity design loads. Cannon Associates will coordinate their submittal with our project drawings. PLAN CHECK — LIGHT POLE BASE DESIGN REVIEW Cannon Associates will review the on-site light pole base designs. The manufacturer or contractor shall provide structural drawings and calculations for all the bases. The site lighting includes a 12-ft and a 15-foot, single arm walkway/pathway lights; 25-foot, single and double-arm parking lights; and a single type of 80- foot field lights. Cannon Associates will not be certifying these drawings and calculations. SOILS ENGINEERING INVESTIGATION To evaluate subsurface conditions, Earth Systems Pacific will drill a total of 13 borings up to 15 feet in depth, conditions permitting. A Mobile Drill rig, model B-53, equipped with an 8-inch diameter hollowstem auger will be used. Soils will be classified in general accordance with the Unified Soil Classification System (ASTM D 2488-84). Copies of the boring logs will be included in the report. A soil Damon Garcia Sports Fields Phase 2 Construction Documents G3- 7 CXhre tf A sample will be tested in the laboratory to determine unit weight and moisture, maximum density vs. optimum moisture, expansion index and R-value. The field and laboratory data will be reviewed by a Registered Engineer, and evaluated with respect to development of criteria for site development. The following items will be addressed: • Soil and groundwater conditions encountered, • Preparation of the site prior to grading, • Grading criteria, including placement of fill for Prado Road extension, • Types and depths of foundations for the buildings and foot bridges, • Maximum allowable bearing capacities, • UBC seismic criteria, • Potential for liquefaction, • Total and differential settlement, • Subslab ground treatment, • Pavement design criteria, and • Site drainage around improvements. The 1997 Uniform Building Code (UBC) requires that geotechnical corrosivity be addressed at some point during the project. Earth Systems Pacific will obtain soil samples for geotechnical corrosivity testing during the fieldwork for the soils engineering investigation.The corrosivity testing results wdll be included in the soils engineering investigation for determination (by others) of appropriate corrosion mitigation measures.The evaluation of the test results and recommendations for corrosion mitigation, if desired by the client, can be provided upon request as an additional service. The report and recommendations will be intended to comply with the considerations of Sections 1804.2 through 1804.5, and 3309.5 of the Uniform Building Code, 1997 edition as amended by pertinent sections of Title 24 of the Cafrfomia Code of Regulations, and standard soils engineering practice. It is Earth Systems Pacific intent that the report will be used exclusively by the client and the architectlengineer to form the geotechnical basis of the design of the project and in the preparation of plans and specifications. PLUMBING PLAN — RESTROOM FACILITIES AND MAINTENANCE BUILDING Cannon Associates will provide plumbing plans for the restroom facilities and the maintenance building depicted on the floor plans by APS Architects dated February 25, 2001. We will perform the plumbing design for 1 floor sink and 1 service sink in the maintenance building and 6 floor sinks, 5 urinals, 5 water closets, 5 lavatories and 1 dual drinking fountain in the restroom facilities. All of these fixtures will be cold water only and no HVAC design will be performed under this scope of work. All fixtures will be as specified by the City of San Luis Obispo. PIPING PLAN — IRRIGATION BOOSTER PUMP SYSTEM Cannon Associates will provide a piping plan for the irrigation booster pump system. We will perform the piping design for a booster pump, hydropneumatic tanks and associated valving and appurtenances. Water filtration and treatment are excluded from this scope of work. Flow requirements (flow and total dynamic head)are to be provided by Firma upon completion of the irrigation system design. Equipment manufacturer preferences(i.e. pump, tanks, valves, etc.)will be provided by the City of San Luis Obispo. Cannon Associates will provide an equipment layout plan to APS for the final sizing and design of the equipment enclosure. Damon Garcia Sports Fields Phase 2 Construction Documents SPECIFICATIONS We will provide specifications in the City of SLO / Caltrans format for this project as needed. These specifications will include improvements and construction activities depicted by our plans that are not included in Caltrans or City of SLO standard specifications. The specifications will provide minimum reference information for improvements and construction activities that are covered by Caltrans or City of SLO standard specifications. OPINION OF PROBABLE COST Cannon Associates will prepare a final opinion of probable cost for the site work shown on the horizontal control, grading and utility plans. In addition, a Bid Item List and quantities will be included. UPDATES TO THE FLOODPLAIN STUDY Cannon Associates will analyze the existing floodplain study in relation to the final site design and will update the summary calculations, computer printouts, and flood mapping illustrations as needed for review by the City Engineering Department. PROJECT MEETINGS Upon request, Cannon Associates will attend up to six (6) project related meetings with the Client, lasting no longer than two-hours each, to review the progress of the work included within this proposal and to provide consulting services. The six meetings include three (3) meetings at the City to discuss project progress and design details and three(3) meetings for design with subconsultants. ASSUMPTIONS AND EXCLUSIONS This civil engineering work scope includes within the basic services above and in the fee below under Project Meetings, responses to bidding questions and limited construction phase assistance for clarifications to the plans and specifications and assumes all other construction phase functions will be performed by the City inspector and PWD project manager. The work scope for the Broad Street Improvement plans assumes the City and Caltrans will agree on the format for Broad Street Improvement Plans and does not include the preparation of two sets of plans. The following is Cannon Associates' work scope and fees: Horizontal Control Plan $ 6,000.00 Grading and Drainage Plan $ 10,500.00 Broad Street Improvement Plans and survey $17,300.00 Site Earthwork Analysis $ 1,500.00 Erosion Control Plan $ 3,500.00 Infrastructure& Composite Utility Plan $ 5,250.00 Structural Design $ 14,310.00 Geotechnical Services $ 4,600.00 Mechanical Design—Piping and Plumbing Plans $ 6,500.00 Specifications $ 3,500.00 Opinion of Probable Cost $ 2,500.00 Updates to Floodplain Study $ 3,500.00 Project Meetings and Construction Phase $ 6,000.00 TOTAL $84,960 Damon Garcia Sports Fields Phase 2 Construction Documents �- 9 EXhihlt A ELECTRICAL ENGINEERING (Thoma Engineering) • Electric Power utility on site distribution as well as coordinate with PG&E for relocation or undergrounding of existing 12kv overhead line routed along southern boundary of project site. • Telephone Utility on site distribution. • Note: Utility company designs subject to utility company review and final approval at time of construction. • Power Single Line Diagram/Distribution System. • Electrical Load Calculations. • Voltage drop calculations. • Circuiting and Panel Schedules. • Site and Exterior Lighting and Control Diagrams. Sports lighting control to be controlled by field. • Sports lighting system design based on a performance specification to allow for competitive bidding. Design shall specify component qualities and materials: Contractor/Vendors will be responsible to meet performance criteria for on site lighting levels, off site spill and glare requirements, uniformity. Lighting maintenance assumptions, lumen output of lamps, as well as other design constraints will be given or stipulated. Consequences for non-performance by contractor / vendor will be stated. Energy efficiency will be considered in the design criteria. • HVAC and Plumbing Equipment coordination with Mechanical Engineer for concession building. • Fire Alarm System as approved by the City of San Luis Obispo Fire Department. Design to be a performance specification with shop drawing review and deferred approval to fire department. • Parking Area Lighting • Park pathway lighting design and fixture schedule in conjunction with you office. • Califomia Code of Regulations Title 24 Lighting Energy Documentation Forms for conditioned spaces. • Interior Lighting Design and Fixture Schedule, in conjunction with the Architect. • Coordinate with Civil and Structural consultant for sports lighting pole base structures to meet CBC requirements. Structural calculations shall be provided by others and are not part of this contract. • Voice and/or Data Systems conduit and cabling requirements: • Meet with Owner, determine communications needs and prepare construction document to be included with electrical design. • Special power requirements for electrically operated equipment • Book Specification in CSI format adapted to City standard format including performance requirements for sports lighting and fire alarm systems. Damon Gama Sports Fields Phase 2 Construction Documents C3-IT - . EXliih if A • Prepare Statement of Probable Construction cost at design development and completion of construction documents. If design must meet a given budget, your firm must tell us what the assigned value of the electrical work is in order to target said budget. • Site visit field investigation to determine existing conditions. • Electrical power to irrigation booster pump and irrigation controller. Control panel for booster pump shall be specified by Landscape Architect. Wiring and conduit shall be part of this scope of work. • Details for construction to assist the Electrical Contractor and as deemed necessary by our office. • Electrical design of maintenance building and restroom buildings. • Stub utilities for future concession facility. Master planning and accommodations to be allowed for future building. • Coordination meetings at milestone dates with Architect, Landscape Architect as well as other consultants. This proposal EXCLUDES the following services: • Plans and engineering to underground the power poles in the Route 227 right of Way. • Emergency (or) Standby Generator/Distribution System. • Off-site Utility coordination and design (beyond property line). • Utility Company final application for service, fees, excess-wire charges, engineering retainers, etc. required by utilities. • Phasing of Work. • Structural calculations for equipment attachments to structure, concrete slabs, sports lighting system foundation supports or pole evaluations,etc. (See Cannon Associates workscope). • Voice/Data Distribution Design beyond the "minimum point of presence" as defined by the Telephone Utility Company. • Signal Systems such as clock, burglar/security, data, closed circuit TV, intercom, music, public address and other sound and communication systems. • Automatic interior lighting controls or other energy management controls beyond those required by the Energy Code. • Detailed cost comparisons between optional systems. This proposal ASSUMES the following: • All electrical installation will need to comply with current code requirements. • Architectural and other blueline prints will be provided to us as needed/requested. • Timely response from Utility Companies, Consultants, Vendors and other suppliers of information required for electrical design. We cannot be held responsible for delays based on lack of information required to be supplied by others. Damon Garcia Sports Fields Phase 2 Construction Documents C3 -0 -L -+ A • Reliable as-built plans will be available during design. • Capacity of existing equipment is adequate for proposed new additional load. • Soils report will be provided as part of the bid package to bidders in order for them to determine the necessary structural footings to support sports lighting poles. • Sports lighting poles will be allowed to be either direct burial system (meeting CBC requirements) or concrete structural footings with anchor bolts. The City's consultant or plan check authority shall provide review and approval of said support systems. ELECTRICAL ENGINEERING FEES Restroom& Maintenance Building $2,700.00 Park& Field Lighting $30,000.00 Irrigation Booster Pump $1,125.00 Total $33,825.00 Optional Tasks: Construction Phase services (hourly) $5,300.00 Sports Feld Lighting System Performance Evaluation&testing observation (hourly) $6,000.00 ARCHITECTURAL WORK SCOPE AND FEE (APS Architects) The architectural work scope includes the restroom and maintenance buildings, the pump enclosure and the trash enclosure. APS will prepare floor plans, roof plans, and building cross sections and exterior elevations.APS will coordinate with Cannon Associates on structural and mechanical components of the architecture to be provided by Cannon Associates as well as other project team coordination, project administrative tasks and reproduction related to the architectural scope. The architectural construction drawings will conform to ARC and City Council approved schematic designs. APS will prepare specifications formatted for use in the City Standard specification format and an opinion of probable cost for construction. The architectural work scope includes plan check revisions for a building permit from the City and assumes the PWD will handle the submittal and coordination process with the Building Division. APS will provide bidding clarifications within the basic services fee below. Construction Phase assistance in the form of responses to requests for clarifications on the plans are also included in the fee. The fee assumes the City inspector and PWD project manager will perform all other construction phase tasks. Architectural Fees: • Restroom Building $7,000 • Maintenance Building $4,000 • Pump Enclosure $2,600 •Trash Enclosure $1,500 •Project administration $500 Total $15,600 ----------------------------------------------------------------- TOTAL OF ALL FEES FOR SERVICES UNDER THE PHASE 2 CONTRACT: $196,150 Damon Garcia Sports Fields Phase 2 Construction Documents C3—la �x��btt A OPTIONAL CONSTRUCTION PHASE SERVICES BIOLOGICAL MONITORING The following is a construction phase optional task provided at the City's request: Task 1 — CEQA Mitigation Monitoring and Reporting Program Rincon Consultants will establish and maintain a CEQA mitigation monitoring and reporting program (MMRP) for the first year construction phase of the Damon-Garcia Sports Complex project. The MMRP will document compliance with the mitigation measures established in the approved CEQA Negative Declaration. The MMRP scope includes field monitoring for compliance, documenting compliance on MMRP forms, and preparing a draft and final MMRP report at the end of the first construction season. This scope of work assumes: ❑The mitigation measures in the May 23, 2001 Initial Study will be mostly unchanged under final approval. ❑The mitigation monitoring compliance on the construction site will be implemented and monitored by the on-site construction contractor personnel. Rincon monitoring costs will depend on field conditions, level of City staff participation in the monitoring efforts and contractor compliance with mitigation, permit, and erosion control conditions. Task 2 — Corps and DFG Wetland Permit Mitigation Monitoring and Reporting Rincon Consultants will provide Corps and DFG wetland permit compliance monitoring for the first year construction phase of the Damon-Garcia Sports Complex project. This scope of work includes the construction monitoring as detailed below plus the preparation of the draft and final first year permit compliance monitoring report. It is expected that the Corps and DFG permits will have special conditions to ensure that the proposed mitigation measures to avoid, minimize and compensate for project impacts on wetland will be implemented. The process and sequencing of wetland soils stockpile and use in created wetland areas will be important to monitor for accuracy to ensure success of the mitigation. Proper procurement and installation of wetland/riparian revegetation materials will also be important to monitor to ensure success of the mitigation program.This scope of work assumes: ❑ That any special conditions issued in the upcoming Corps and DFG permits will be "typical" and not requiring continuous on-site monitoring during project construction even in the uplands. ❑ The level of on-site monitoring will be during work within waters of the U.S. and, once jurisdictional areas are disturbed by construction,these areas will not require continuous on-site monitoring by a qualified biologist. ❑ The construction contractor and the City Biologist will be responsible to ensure proper implementation of the wetland mitigation grading and revegetation plan. Rincon Consultants will provide periodic spot checks for on site monitoring up to a total of 60 hours of on-site monitoring if necessary. Additional monitoring required by the permits or the City would be charged on a time and materials basis in accordance with our standard billing rates. COST ESTIMATE Rincon Consultants will complete the above scope of work on a time and materials basis for$19,690. Optional Construction Phase Electrical Engineering services: • As part of the performance verification process related to the sports lighting system, we recommend that the client include fiscal resources to hire our firm for the following scope (to assure contract compliance). • Witness contractor lighting measurement tests at field and defined field boundary to assure compliance. Damon Garcia Sports Fields Phase 2 Construction Documents C 3-13 + A • Witness and evaluate results of on and off field light levels to assure design levels are met and that uniformity ratios have been achieved. • Verify accuracy of testing methods • Verify final arming meets or exceeds design criteria performance Actual grid layout, lighting measurements, labor, reports, coordination shall remain the contractors responsibility. We would expect a City representative be present during as testing. The City would provide all testing notification and scheduling. Responsibility for costs associated with our time to observe the retest should there be a need, will be additional services to this proposal. Our experience with sports lighting systems and vendor/contractor performance dictates the need for diligent attention to many details not within the normal skills of a contractor management firm. Our over seeing should deliver a higher performing lighting system in the end. • Construction Administration including periodic site observations during construction (6 site visits are included). Material and Equipment shop drawing and product submittal review. Optional Task Fees: Construction Phase services(hourly) $5,300.00 Sports Field Lighting System Performance Evaluation &testing observation (hourly) $6,000.00 Damon Garcia Sports fields Phase 2 Construction Documents C3 WORK SCHEDULE The following schedule assumes that the section 404 permit is received by the week of June 3, which would be the week of submittal of Design Development plans (35% progress set) to the City, the anticipated City Council action on the Master Plan and the commencement of Construction Documents. Authorization by City Council of Phase 2 contract April 2 Presentation of Master Plan to the Task Force week of April 2 All insurance certificates in place and contract signed week of April 2 The approval and permit process under the Phase 1 contract will run concurrently with the Design Development work.The presentation of the Master Plan to the Task Force is part of the Phase 1 contract. Design Development Commence on portions of work required with or without Corps authorization, including, but not limited to, Geotechnical Report, Route 227 surveying, sand field design,earthwork west of Acacia.Creek, building architecture and irrigation system design April 8 Submit Design Development plans and Opinion of Cost June 6 City review of 35%submittal complete June 20 Construction Documents Proceed with all aspects of work to submit 75%progress plans June 13 Submit 75%Plans ,Specifications and Opinion Of Cost August 2 City review of 75%submittal complete August 23 Submit 95%Plans, Specifications and Opinion of Cost September 13 Submit Bid Form and Contract Documents September 20 City Plan check complete October 11 Submit corrected plans, bid ready October 30 SECTION 404 PERMIT CONTINGENCY We estimate that the latest date at which it would be necessary to have the final Corps permit and still meet the October 30 completion date is July 15, 2002.This assumes the permit is for the project as now proposed, not a permit revised project. If the permit is not resolved until later than that date the schedule would slide accordingly, allowing about three months to complete the plans after the permit is issued PAYMENT SCHEDULE Payment is proposed to be on a monthly basis for hours and costs expended but not to exceed a total of 35% , 75%, 95% and 100% of the contract total before the respective dates of submittal of the 35%, 75%, 95% and 100% documents. Damon Garcia Sports Fields Phase 2 Construction Documents C 3-/S