HomeMy WebLinkAbout03/19/2002, C8 - AMENDMENT TO AGREEMENT WITH RRM DESIGN GROUP FOR PLANNING SERVICES RELATED TO THE BOB JONES CITY-TO council Meaini Dam
March 19,2002
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C I T Y O F S A N L U I S O B I S P 0
FROM: Michael McCluskey, Director of Public-Works
Prepared By: Prepared by: Terry Sanville, Principal Transportation Planner t(
SUBJECT: AMENDMENT TO AGREEMENT WITH RRM DESIGN GROUP FOR
PLANNING SERVICES RELATED TO THE BOB JONES CITY-TO-
SEA BIKE TRAIL(Specification No. 90084)
CAO RECOMMENDATION
The City Council should:
1. Approve and execute AMENDMENT TO AGREEMENT between the City of San Luis
Obispo and RRM Design Group to support additional planning services at a cost not to
exceed$30,000.
2. Approve a budget amendment to transfer funds to the appropriate project account.
DISCUSSION
On October 5, 1999 the City Council authorized the distribution of RFPs for the preparation of
"Route Plans" for segments of the Railroad Safety Trail and the Bob Jones City-to-Sea Bike Trail,
and authorized the CAO to execute an agreement with the selected Consultant. The City hired the
RRM Design Group to do this work.
On December 4, 2001 RRM Design and the City Staff presented the draft route plans to the City
Council. The Council adopted the route plan for the Railroad Safety Trail. However, the Council
referred the route plan for the Bob Jones Trail to the Planning Commission for report and
recommendations. The Council believed that the Commission should provide a public forum to
debate related environmental issues and mitigation strategies associated with constructing a bicycle
path along segments of San Luis Obispo and Prefumo Creeks.
Planning Commission review and associated work needed to accomplish it was not included in the
City's original RFP for the project, Likewise, RRM's proposal did not include this work.
Therefore, an amendment to the initial services agreement is necessary to enable RRM to undertake
additional work. The scope of this work is based on the staff-prepared outline of work (reference
EXHIBIT A) and"Extended Scope of Work"submitted by RRM Design Group and dated February
12,2002 (reference EXHIBIT B). Key elements of the supplemental work include.
o Organize materials for and facilitate the meetings of a "planning team" that would evaluate
environmental issues and make recommendations for any changes to the route plan.
Council Agenda Report—Bob Jones Bike Trail Consultant Contract Amendment
Pate 2
Q Prepare a new summary document that would be made available to the public and the Planning
Commission that better presents the trail proposal, options to creek setback encroachments, and
mitigation strategies.
Conduct Planning Commission and City Council Field Trips, and attend Commission and
Council hearings and make presentations.
FISCAL IMPACT
The cost of RRM Design Group's services will be on a time and materials basis with a not-to-
exceed maximum of $30,000. Funding support for this expenditure will come from the
following sources:
SOURCE':_ _ _ _: ., AMOUNT.
Capital Outlay Fund Completed Projects $19,815
Downtown Paving 2001 (Completed) $10,104
TOTAL $299919
ALTERNATIVES
The City Council could defer further work on the Bob Jones City-to-Sea Bike Trail route plan.
Attachments
Amendment No. 1 to Agreement between City and RRM Design Group
EXHIBIT A: Bob Jones City-to-Sea Tfail Extended Scope of Work and Fee
EXHIBIT B: Outline of Planning Commission Review Process.
L\Council Agenda Reports\Bob Jones Bike Trail Contract Amendment.doc
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AMENDMENT NO. 1 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 RRM DESIGN
GROUP, hereinafter referred to as Consultant.
WITNESSETH:
WHEREAS, on May 9, 2000, the City entered into an.Agreement with Consultant for
services related to the preparation of a "route plan" for segments of the Bob Jones City-to-Sea
Bike Trail within San Luis Obispo (Specification No. 90084) and Consultant has completed the
services called for by this agreement; and
WHEREAS, the City desires to amend and expand the scope of services covered by the
May 2000 agreement to include planning services associated with the review of the Bob Jones
City-to-Sea Bike Trail Route Plan by the City's Planning Commission and 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 as
set forth in Exhibit A, attached hereto and incorporated by reference.
2. Consultant services shall be provided consistent with the outline of
Planning Commission Review process, as set forth in Exhibit B, attached hereto
and incorporated by reference.
3. All other terms and conditions of the May 9, 2002 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.
APPROVED TO FORM: CITY OF SAN LUIS OBISPO
A Municipal Corporation
i tto y City Administrative Officer
CONSULTANT
RRM Design Group
Print/Type Name&Title
029-3
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RRM DESIGN GROUP
FEB 19 2002
C.eAemi rn imaarentt Pea/!c rV69
I
February 15, 2002
Mr.Terry Sanville
City of San Luis Obispo
955 Morro Street
San Luis Obispo,CA 93401
RC: Bob Jones City-to-uea"Dike i i'tlinLCuiied.cifope
Dear Terry:
Per our recent discussion, the following letter will serve to outline the additional services and associated
professional fees requested by the City to complete planning activities for the Bob Jones City-to-Sea Trail
Project. The scope of these activities are derived from the spreadsheet titled "Bob Jones Trail Work
Program"dated January 2002 and our recent discussion concerning the project.
The work will follow the scope outlined below on a time and materials basis with a not-to-exceed
maximum of $30,000.00 and will be preformed in accordance with the direction and work schedule
furnished by City staff. We request that this additional work scope be processed as a Supplemental
Agreement to the existing Contract (Bob Jones City-to-Sea Trail & Railroad Recreational Trail
Specification No. 90084 &No. 90087) between the City of San Luis Obispo and RRM Design Group.
Scope of Extended Planning Services
1. First Planning Team Meeting: RRM will assist in facilitating an initial team meeting to review
path alignment, identify creek setback areas, review alternative alignments that might be
available, and recommend any modifications or supplements to the mitigation measures in the
MND.
Deliverables: Meeting agenda, list of plan modifications, list of additional mitigation measures
if any, list of additional alternatives if any, meeting notes.
2. Prepare Annotated Outline of the Summary Report: RRM will take the existing documented
information and create a focused brief summary to provide an overview of the trail alignment,
design and its implications focused on creek setback issues. The summary will include clear
identification of proposed mitigation measures.
Deliverables: Electric file of summary, maps, graphics and text including mitigation measures
in a summary format.
Jan Luis Obispo•Oakdale-Healdsburg-Loc Angeles
r6;South I iguera Street,Sllh'vr_•San Luo.Obispo,Co ornia 93401-Phone:505/543-1794-Fax.8051543-46oy-www.rt'mdesign.cutn
i .:.for. .t ... -•Intra,Vnnign..I ,, ;"Im, r RCIr. i n
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Mr.Terry Sanville
Page 2
February 15, 2002
3. Second Planning Team Meeting: RRM will prepare for and attend the second planning team
meeting and will facilitate a review of the summary document.
Deliverables: Present contents of summary report and "message" to reviewing bodies. Prepare
meeting notes.
4. Refine Summary Report: Based on the feed back from the planning team meeting and staff,
RRM will refine the summary report for distribution to PC and CC.
Deliverables: Minor modifications to summary report based on comments from staff.
5. Conduct Planning Commission Field Trip: RRM will prepare for and conduct along with City
staff, a field trip for Planning Commissioners to examine the proposed alignment, and
specifically,the relation of the trail to the creek setback area. RRM will mark key locations in the
field to assist in visualizing the trail location prior to the field visit.
Deliverables: Field trip agenda, summary report packet, survey and/or mark trail locations in
all setback areas,discussion notes with PC.
6. Prepare Final Summary Report: Based on the PC field visit and comments, RRM will finalize the
summary report. This report along with the strategic staff report will be provided to the PC in
advance of their hearing.
Deliverables: Minor modifications to the refined summary report, produce one electronic and
one master hard copy of final summary report for distribution to PC.
7. Planning Commission Hearing: RRM will prepare for and attend the PC hearing. This will
include preparation of a Power Point presentation using the final summary report and staff report.
Deliverables: Preparaiio: Ui PoweiPoi nt presentation, piepare for and attend PC hcariitg.
8. Third Planning Team Meeting: Prepare and attend planning team meeting, debrief PC action,
prepare minor modifications and refinements to summary report and staff report, prepare for CC
hearing and presentation.
Deliverables: Prepare for and attend planning team meeting, prepare meeting notes.
9. Conduct City Council Field Trip: RRM will prepare for and conduct along with City staff, a field
trip for Council Members to examine the proposed alignment, and specifically, the relation of the
trail to the creek setback area. RRM will mark key locations in the field to assist in visualizing
the trail location prior to the field visit.
Deliverables: Field trip ageida, summary report packet, survey and/or mark trail locations in
all setback areas,discussion notes with CC.
e �s
Mr:Terry Sanville
Page 3
February 15, 2002
10. City Council Hearing: RRM will prepare for and attend the CC hearing. This will include
preparation of a PowerPoint presentation using the final summary report and staff report.
Deliverables: Preparation of PowerPoint presentation,prepare for and attend CC hearing.
Terry, we look forward to preparing the above information to complete this planning process. We have
identified a not-to-exceed amount of$30,000.00 due to the unknown intensity of our involvement in some
tasks. This contract amendment is a time and materials contract, however, where our time and expenses
are provided only as directed by the City. We expect the not-to-exceed amount should adequately cover
all remaining work with the goal of having some flexibility should events arise to add to this work scope
without having to execute a new agreement. Please let me know when this amendment to our existing
agreement with the City has been processed and when you would like to schedule the initial team
meeting.
Again,thank you for your continued confidence in RRM Design Group for planning and design services.
If you have any questions concerning this proposal please don't hesitate to call me at 543-1794.
Sincerely,
RRM DESIGN GROUP
W �� �►
E P.J tesen,ldscape
SLA
Princip Plannin and L# Architecture Group
cc: Mike Sherrod,RRM Design Group
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